What’s the difference between a chief of staff vs. an executive assistant?

Explore how Executive Assistants and Chiefs of Staff differ in creating impact. Learn how each role maximizes leverage and drives personalized organizational effectiveness.

"If you don't have an assistant, you are one." This observation from Cameron Herold captures a fundamental truth about scaling leadership impact.
But the real insight lies in understanding how different types of executive support create leverage.

What’s the difference between a Chief of Staff vs. an Executive Assistant?

Although the titles differ, both Chiefs of Staff and Executive Assistants (EAs) support company leaders — and sometimes, the two have overlapping responsibilities. Understanding the key differences between the two means you can support your executive team in ways they didn’t even know they needed.

In this article, we’ll break down each role so you can determine which is the right fit for your business.

What does a Chief of Staff do?

A Chief of Staff is an executive-level employee who acts as senior leadership’s key right-hand figure. They align teams with the company’s vision by changing workplace processes and overseeing long-term projects.

One of their major responsibilities is promoting clear communication. A strong Chief of Staff improves cross-department discussions and acts as a liaison between employees and leadership.

What’s an Executive Assistant?

An Executive Assistant exclusively supports leadership, acting as a primary problem solver and point of contact.
In addition to administrative duties, an Executive Assistant’s tasks include strategic responsibilities like planning events, researching projects, and anticipating needs — acting more independently than other support roles.

Here’s what most people think the core differences are between these roles:

But there's much more to it than that.
The real value of these roles – especially the often-underestimated Executive Assistant position – lies in how they create different types of leverage and scale leadership impact in unique ways.

Force multiplier effect

Tim Ferriss describes his Chief of Staff as a "force multiplier" rather than just support staff.
This distinction matters. When asked about the difference, Ferriss points to his CoS's work on content creation and research, strategic project management, and decision-making frameworks — work that multiplies rather than just supports his impact.

Reid Hoffman’s experience with his Chief of Staff Ben Casnocha revealed another crucial insight: the power of "white space management."
Casnocha didn't just handle tasks — he identified and capitalized on opportunities others missed, turning gaps into strategic advantages.

The hidden power of Executive Assistants

While Chiefs of Staff get attention for their strategic impact, elite Executive Assistants often create equally powerful leverage through less visible means.

Matt Mochary, who coaches CEOs at companies like Coinbase and Reddit, points out that an EA's true value isn't in task completion but in "cognitive offloading."

Consider how top performers use their EAs:

• Sam Altman's EA manages not just his schedule but his entire information architecture.
• Marc Andreessen's EA acts as a "keeper of context," ensuring every interaction builds on previous ones rather than starting fresh.

The leverage stack

Understanding these roles requires examining how they create different types of leverage.

Time leverage

An EA's mastery of personal systems creates what Ferriss calls "time arbitrage" — the ability to buy back high-value hours through excellent low-level systemization.

For Executive Assistants:

• Creating dynamic calendar blocks that adapt to energy levels
• Automated briefing systems for meetings
• Preparatory queues ensuring documents are ready in advance
• “Mind like water” inbox systems that triage communication by impact level

For Chiefs of Staff:

• Designing meeting cascades for efficient information flow
• Creating decision-making frameworks for autonomous teams
• Building systems for asynchronous updates
• Implementing project management architectures that minimize coordination overhead

Information leverage

Elite EAs build what Reid Hoffman terms "context accumulation systems" — frameworks that ensure knowledge compounds rather than dissipates.

For Executive Assistants:

• Maintaining a “relationship CRM”
• Creating searchable meeting summaries
• Building personal wikis for preferences and decisions
• Managing “future context” systems for upcoming decisions

For Chiefs of Staff:

• Designing knowledge management systems
• Creating documentation frameworks
• Building decision journals for reflection and learning
• Implementing cross-functional learning programs

Network leverage

The best EAs maintain relationship maps that help leaders activate their networks more effectively.

For Executive Assistants:

• Systematic follow-up protocols
• Relationship graphs tracking connection strength
• Event and interaction frameworks
• “Key contacts trackers” for specific needs

For Chiefs of Staff:

• Organizational network maps
• Strategic partnership frameworks
• Internal networking programs
• Company-wide relationship management systems

sThe future of executive support

Matt Mochary predicts these roles will evolve as AI transforms knowledge work.
EAs will likely become "AI orchestrators," using tools like GPT and others to create even more leverage.
Chiefs of Staff will focus more on organizational design that optimizes human-AI collaboration.

Should you choose an EA or CoS?

Rather than viewing this as a binary choice, successful leaders often build what Hoffman calls a "scale stack" — layered support that maximizes their impact.

The key questions become:

• What type of leverage would most dramatically increase your impact right now?
• Which systems — personal or organizational — most need optimization?
• Where do you lose most time — in execution or in coordination?

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When to hire a Chief of Staff

Hiring a Chief of Staff can make a big difference if your business is scaling.
Rapid growth can overwhelm company leaders with new responsibilities, and bringing on a Chief of Staff helps lighten that high-level load.

They take the lead on internal and external communications, act as a go-between for the C-suite and other departments, and keep key projects moving forward — freeing executives to focus on setting direction and making key decisions.

When to hire an Executive Assistant

If you’re a leader and find you’re spending hours a week on administrative tasks, an EA would be a great addition to your team.
Research shows that CEOs spend nearly 10% of their time on routine duties they could easily delegate.

Enter an EA — the point person who keeps everything running smoothly.
They handle scheduling, presentations, and travel logistics while serving as a gatekeeper who ensures that critical matters reach leadership efficiently.

Implementation: Lessons from top performers

Ferriss emphasizes starting with clear delegation frameworks. His approach:

• Document decisions and their context
• Create playbooks for recurring situations
• Build feedback loops to help support roles learn your thinking patterns

Mochary recommends beginning with personal systems (EA) before scaling to organizational systems (CoS). This creates a stable foundation for growth.

The compound effect

The real power of executive support emerges through what Hoffman calls "accumulated context advantage."
Both EAs and Chiefs of Staff become more valuable over time as they build deeper understanding of:

• Leadership thinking patterns
• Organizational dynamics
• Stakeholder relationships
• Decision-making frameworks

As organizations become more complex and distributed, the distinction between these roles may blur.
What matters is understanding how different types of support create different types of leverage.

How Athena Assistants Compare

While Chiefs of Staff and EAs are both valuable, they don’t offer the same level of tailored support as Athena Assistants.
Athena’s assistants come with strong credentials and go through a careful selection and training process. We take the time to understand your company’s needs and culture so we can match you with someone who’s truly the right fit.

And it doesn’t stop there — we walk you through detailed onboarding to ensure you know exactly how to get the most out of the partnership.
This level of support feels more personal, thoughtful, and effective.

Get Started with an Athena Assistant

High-level support has never been easier to find. Unlike typical employees, Athena Assistants drive real impact with proven strategies, AI-powered tools, and executive presence.

Our assistants are the hidden superpower behind elite founders, top investors, and world-class leaders — so you’re in good company when you work with us.

Hire an Athena Assistant today.

FAQ

What’s the difference between an Executive Assistant vs. an Administrative Assistant?
Executive Assistants support senior leaders and handle high-level tasks like preparing reports, managing complex schedules, and communicating with stakeholders.
Administrative Assistants focus on routine duties like answering emails, managing data, and ordering supplies.

What’s the difference between an Executive Assistant vs. a Secretary?
Executive Assistants focus on advanced duties that support leadership, while secretaries handle general office tasks such as scheduling and document management.

Is a Chief of Staff higher than an Executive Assistant?
Yes. A Chief of Staff is typically more senior — often on par with a Director or VP — and helps steer company strategy.
An EA focuses on supporting senior leadership’s execution and personal systems rather than making strategic company-wide decisions.

Can you go from Executive Assistant to Chief of Staff?
Yes. To make this transition, deepen your understanding of business strategy, strengthen management and communication skills, and consider pursuing an advanced degree in business administration or public policy.

What position is higher than the Chief of Staff?
Chiefs of Staff are not C-suite leaders; they support the executive team, which may include the CEO, COO, and CFO.

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