Understanding the differences between chief of staff and executive assistant roles in New Zealand companies

Defining the chief of staff and executive assistant roles

Understanding the Core Responsibilities

In New Zealand companies, the chief of staff and executive assistant roles are both essential to executive support, but they serve distinct purposes. The chief of staff acts as a strategic partner to the CEO or executive team, focusing on high level operations, cross functional coordination, and long term business objectives. This role often involves project management, strategic planning, and overseeing strategic initiatives that impact the entire company.

On the other hand, the executive assistant is primarily responsible for supporting an executive’s day to day work. This includes managing schedules, handling communications, and ensuring that the executive’s time is used efficiently. Executive assistants are experts in organisation, time management, and providing high level administrative support, allowing leaders to focus on decision making and leadership tasks.

How the Roles Interact Within the Business

While both positions provide executive support, their focus and impact differ. The chief of staff is often seen as a staff executive or even a staff COO, working closely with leadership to drive strategic projects and initiatives. This role requires a broad understanding of business operations and the ability to work across departments. Chiefs staff are expected to anticipate challenges, facilitate communication among the executive team, and ensure alignment on company goals.

Executive assistants, meanwhile, are the backbone of executive workflow. They manage the details that keep the business running smoothly, from travel arrangements to meeting preparation. Their work is critical for maintaining productivity at the highest level of the company.

• Chief of staff: Strategic, cross functional, focused on long term goals and company-wide initiatives
• Executive assistant: Tactical, detail-oriented, focused on supporting daily operations and executive needs

Understanding these differences is key for office managers who support or work alongside both roles. For more on how these positions contribute to project management and business success, see effective management strategies for New Zealand companies.

Key skills and qualifications needed for each position

Essential capabilities for executive assistants and chiefs of staff

When comparing the executive assistant and chief of staff roles in New Zealand companies, it’s clear that both require a high level of professionalism, but the skills and qualifications needed for each position are quite distinct. Executive Assistants are often the backbone of executive support. Their work focuses on day-to-day operations, time management, and ensuring the executive’s schedule runs smoothly. Key skills include:

• Exceptional organisational abilities
• Strong communication and interpersonal skills
• Attention to detail and discretion with sensitive information
• Proficiency in business software and office technology
• Ability to manage competing priorities and deadlines

Executive assistants are expected to be proactive, anticipating the needs of the executive team and handling tasks that keep the business running efficiently. Their role is vital for maintaining productivity at the highest level of the company. Chiefs of Staff, on the other hand, operate at a more strategic level. Their responsibilities often include cross functional project management, strategic planning, and supporting the CEO or other senior leaders with decision making. Important skills and qualifications for this staff executive role include:

• Advanced leadership and stakeholder management skills
• Experience in strategic initiatives and long term business planning
• Strong analytical and problem solving abilities
• Project management expertise, often with formal qualifications
• Ability to drive high impact strategic projects across the company

Chiefs of staff are expected to act as a trusted advisor to the CEO, often serving as a bridge between the executive team and other departments. Their work is less about daily operations and more about aligning the company’s vision with practical execution. It’s important to note that while both roles require high emotional intelligence and adaptability, the chief staff role is more likely to demand experience in business transformation and strategic leadership. If you’re considering how to fill these positions or planning your own career path, understanding these differences can help you make informed decisions. For more on aligning your team with business transitions, check out this resource on creating a business transition plan for New Zealand companies.

How reporting structures differ in New Zealand organisations

Reporting lines and organisational structure in New Zealand companies

Understanding how chief of staff and executive assistant roles fit into the reporting structure is essential for office managers and leadership teams. In New Zealand companies, these positions often have distinct lines of accountability and influence, reflecting their unique contributions to executive support and strategic operations.

• Chief of staff: Typically, the chief of staff reports directly to the CEO or another senior executive. This role acts as a strategic partner, often sitting alongside the executive team and engaging in high level decision making, cross functional projects, and long term business planning. Chiefs of staff are trusted to represent the CEO in meetings, manage strategic initiatives, and ensure alignment across departments.
• Executive assistant: The executive assistant usually reports to a specific executive, such as the CEO, COO, or another leader. Their work is more focused on day to day operations, time management, and providing high level administrative support. Executive assistants are crucial for managing schedules, communications, and logistics, but they typically do not have the same strategic authority as a chief of staff.

In some organisations, the chief of staff may oversee a team of executive assistants or work closely with them to ensure seamless executive support. This structure allows the chief of staff to focus on strategic planning and project management, while executive assistants handle operational details. The reporting structure can also influence the level of access each role has to confidential information, leadership discussions, and company strategy.

For office managers, recognising these differences helps in clarifying responsibilities and improving collaboration between staff executive roles. It also supports better alignment of business priorities, executive support, and leadership effectiveness. For more practical advice on working with these roles, you may find this guide on effective communication with executives helpful.

Impact on company culture and leadership effectiveness

Influence on Company Dynamics and Leadership

The presence of a chief of staff or an executive assistant can shape the company culture and leadership effectiveness in different ways. Both roles provide essential executive support, but their impact on the business environment and executive team varies based on their responsibilities and level of involvement in strategic initiatives. Chiefs of staff often work closely with the CEO and the executive team, acting as a bridge between leadership and staff. Their role is highly strategic, focusing on long term planning, cross functional projects, and decision making. This high level involvement helps drive alignment across departments, ensuring that strategic projects and business goals are executed efficiently. The chief staff role can foster a culture of collaboration and transparency, as they facilitate communication and help manage complex operations. On the other hand, executive assistants are crucial for maintaining the day to day flow of work for leaders. Their skills in time management, project management, and organisation allow executives to focus on high level tasks. While executive assistants may not be as involved in strategic planning, their support is vital for smooth operations and effective leadership. They help create a culture of reliability and responsiveness, ensuring that leaders can dedicate their attention to critical business matters.

Role	Impact on Culture	Influence on Leadership
Chief of Staff	Promotes collaboration, strategic thinking, and cross functional teamwork	Drives strategic initiatives, supports decision making, aligns executive team
Executive Assistant	Encourages efficiency, reliability, and strong executive support	Enables leaders to focus on high level work, manages daily operations

For New Zealand companies, understanding these differences helps leaders decide when to hire a chief of staff versus an executive assistant. The right mix of these roles can enhance both the operational and strategic capabilities of the business, supporting a healthy company culture and effective leadership.

When to hire a chief of staff versus an executive assistant

Choosing the right role for your company’s needs

Deciding whether to hire a chief of staff or an executive assistant is a strategic decision that depends on your company’s size, leadership style, and business goals. Both roles offer high-level executive support, but their focus and impact differ significantly.

• Chief of staff: Best suited for companies where the CEO or executive team needs a strategic partner to drive cross-functional projects, manage strategic initiatives, and support long-term planning. Chiefs staff are often involved in decision making at the highest level, acting as a bridge between leadership and operations. If your business is growing quickly, facing complex challenges, or requires someone to coordinate strategic projects across departments, hiring a chief staff can be a game changer.
• Executive assistant: Ideal for leaders who need strong organisational support to manage their day-to-day work, schedule, and communications. Executive assistants excel at handling high volumes of tasks, ensuring the executive’s time is used efficiently, and providing reliable executive support. If your company’s needs are more focused on operational efficiency and supporting the executive’s daily workflow, an executive assistant is the right fit.

Key considerations before making a hire

• Level of strategic involvement: Chiefs staff typically work on high-level strategic planning and project management, while executive assistants focus on operational and administrative tasks.
• Company size and complexity: Larger or rapidly scaling organisations often benefit from a chief of staff to manage cross-functional teams and strategic projects. Smaller businesses may find an executive assistant’s skills more aligned with their needs.
• Leadership style: Leaders who value collaborative decision making and need a thought partner may lean towards hiring a chief staff. Those who require strong day-to-day support may prefer an executive assistant.
• Long-term vs. immediate needs: Consider whether your company’s challenges are strategic and long term, or operational and immediate. This will help you determine which staff role to prioritise.

Ultimately, the right choice comes down to your company’s current priorities and the type of support your executive team needs to succeed. Both roles can drive significant value, but aligning the role with your business goals is essential for maximising impact.

Practical tips for office managers working with both roles

Building Strong Relationships with Chiefs of Staff and Executive Assistants

For office managers in New Zealand companies, working alongside both a chief of staff and an executive assistant can be rewarding but also challenging. These roles often intersect with your own responsibilities, especially when it comes to executive support, strategic planning, and day-to-day operations. Here are some practical tips to help you navigate these relationships and maximise the impact of your work:

• Clarify boundaries and responsibilities: Chiefs of staff and executive assistants both support the CEO and executive team, but their focus and level of involvement differ. Make sure you understand who handles what—chiefs of staff usually lead strategic projects and cross functional initiatives, while executive assistants manage high level scheduling, communications, and administrative support.
• Communicate regularly: Keep open lines of communication with both roles. Regular check-ins help prevent overlap and ensure that everyone is aligned on priorities, especially during busy periods or when supporting long term business goals.
• Leverage their strengths: Chiefs of staff excel at strategic initiatives, project management, and decision making at the leadership level. Executive assistants are experts in time management, executive support, and keeping daily operations running smoothly. Recognise these strengths and delegate or collaborate accordingly.
• Stay adaptable: The needs of the company and executive team can shift quickly. Be ready to adjust your approach as the chief staff or executive assistant takes on new projects or as the business grows.
• Support their success: Offer resources, share information, and provide feedback. When chiefs staff and executive assistants are empowered, it lifts the entire leadership team and improves company culture.

Tools and Processes for Seamless Collaboration

Efficient collaboration with both staff executive roles often comes down to having the right tools and processes in place. Consider these approaches:

• Use shared calendars and project management platforms to keep everyone informed about meetings, deadlines, and strategic projects.
• Document key processes for executive support, such as travel arrangements, board reporting, and cross functional communications.
• Schedule regular reviews to discuss ongoing work, upcoming strategic planning sessions, and any changes in leadership priorities.

Contributing to High Level Leadership Effectiveness

As an office manager, your ability to coordinate with both the chief of staff and executive assistant can directly impact the effectiveness of the executive team. By understanding the unique skills each role brings and fostering a collaborative environment, you help drive better decision making and support the company’s long term success.