How to write a Chief of Staff Job Description?

The difficulty in writing a Chief of Staff job description is that the Chief of Staff role is incredibly diverse, context-specific, dynamic, and often, wonderfully ambiguous. It is and always will be highly dependent on the Principal, the company stage, culture, and the specific challenges of the moment. What a Chief of Staff does at a 50 person startup versus a 5,000 person enterprise will, and should, look wildly different.

Interestingly, this very ambiguity and variety are often part of the draw. The opportunity to wear many hats, tackle diverse strategic and operational challenges, and have a tangible impact on an organisation's trajectory is precisely what attracts many high performers to the Chief of Staff role.

Because the role itself is so dynamic, especially in startups or scaleups where the company's trajectory is volatile and the Chief of Staff position often evolves rapidly, a traditional, static job description simply won't cut it. Trying to capture this role isn't a one-and-done activity; the JD will likely need to be an iterative reflection of changing business and role needs. It needs to be a living document, not a static relic gathering dust.

So, how do you capture this essential dynamism in a job description that not only defines the current need but also attracts top talent capable of evolving with the role? It's a challenge, but not impossible. Try this 3-step framework for crafting a compelling Chief of Staff job description.

1. Ask the foundational questions:

Before you even think about putting pen to paper, you need clarity on who you need and what you actually need a Chief of Staff to do.

• Who is the Principal, and what are their most significant pain points and priorities? Identify 2-3 core areas where a Chief of Staff could provide significant leverage for the Principal. You can keep this off the public JD if it's on the sensitive side of the spectrum, but this does need to be understood and discussed with your future Chief of Staff.  

• What are the most critical challenges/opportunities facing the company right now? Are you launching a new product? Expanding into a new market? Restructuring for scale? The Chief of Staff will play a role in the key initiatives and your top priorities, so start thinking ahead and add these to your criteria.

• What is the current stage and culture of your company? A hyper-growth startup needs a Chief of Staff who thrives in ambiguity and can take things from 0 to 1 and then hand them off. A more mature scaleup might need someone with deeper enterprise experience and organisational skills. Map your values and the way your company gets stuff done, to the attributes and characteristics that you are looking for in your CoS. In the interview, use a values-based interview framework and evaluate candidates against your specific criteria. 

• What are the non-negotiable attributes, skills and experiences you require? Think about the core competencies needed for success in your specific context. This could include strategic thinking, project management, communication, stakeholder management, or specific industry knowledge.

2. Components of the job description

Now, let’s break down the essential components of your Chief of Staff job description:

• Title. While "Chief of Staff" is standard and absolutely fine, consider adding a subtle nuance if it reflects a key focus area or Principal (e.g., Chief of Staff, Strategic Initiatives).

• Summary of the role. This is your elevator pitch. In a few concise sentences, capture the essence of the role, the opportunity, the company’s vision, and the impact that the candidate will have. Highlight the dynamic nature and the chance to work closely with the leadership team.

• About the Company. Briefly and enthusiastically describe your mission, values, and current growth stage. Paint a picture of the growing pains of the organisation that they will work on, as well as the exciting journey ahead and the role the Chief of Staff will play in it.

• Who the Chief of Staff will be working with. Clearly outline who they will report to (usually the CEO/Founder, or head of X) and the key individuals and teams they will collaborate with. Will they be conjoined with their principal or work more independently? This provides context and helps candidates understand the scope of their role and if it is a fit.

• How the Chief of Staff will improve the effectiveness/impact of the Founder / CEO. Be direct and specific. Instead of vague statements like "support the CEO," outline concrete ways the Chief of Staff will amplify the Principal's impact, e.g., "You will act as a strategic thought partner, helping me refine ideas and prioritise initiatives."

• What will they be doing. This is where you identify the tangible responsibilities. Use action-oriented language and be as specific as possible, while acknowledging the inherent flexibility. Consider these themes:

  • Strategic Initiatives. e.g. Driving the execution of key strategic projects, working cross-functionally to ensure timely and successful delivery.

  • Operational Effectiveness. Organisational processes break down as companies grow. How will the Chief of Staff assess, redesign, and implement process improvements to enhance organisational effectiveness and communication?

  • Communication & Alignment. e.g. Setting the agenda for the senior leadership team meetings.  Facilitating effective communication across departments, ensuring alignment on goals and priorities. Does the Chief of Staff can own the process of producing board materials.  etc.

  • Stakeholder Management. Build and maintain strong relationships with key internal and external stakeholders.

  • Special Projects. "Lead high priority strategic projects as required by the CEO."

• Scope and decision-making rights. Clearly articulate the level of autonomy and decision-making authority the Chief of Staff will have. This will manage expectations and help candidates understand their potential impact. Will they have budget responsibility? Will they be empowered to make decisions on specific projects?

• What they will gain. This section focuses on the "what's in it for them." Highlight the unique learning and growth opportunities that the Chief of Staff role offers working at your company.

• A good fit if? This is where you outline the ideal candidate profile in terms of skills, experience, and personal attributes. Be specific but avoid overly rigid requirements. Focus on qualities and characteristics. This detail will come from answering the initial foundational questions. 

• Not a good fit if? This section helps to filter out candidates who are unlikely to thrive in the unique demands of a Chief of Staff role in your specific context. Be honest but constructive, and align it with your values and culture. 

• What does success look like. Define 3-5 clear and measurable outcomes that would indicate the CoS is successful in their role. Tie these back to the initial needs you identified. 

• Call to Action. Clearly state how candidates should apply. Asking for a 2-page slide or short loom video is good to get high-quality candidates and helps you filter out the time wasters and people not best suited for your requirements. 

3. Iterate:

Remember, your first draft is unlikely to be perfect. Share it with trusted advisors, internal stakeholders, and, if you can, Chiefs of Staff in your network to gather feedback.

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