The Path to Growth: How I Elevated my Executive Assistant Role to Chief of Staff, Twice
Transitioning from an Executive Assistant (EA) to a Chief of Staff (CoS) role is more than just a title change; it's a strategic move to enhance organizational effectiveness and capitalize on your skill set. As someone who has traversed this path twice, I want to share with fellow EAs how I was able to successfully work with my CEO and HR team to elevate my role to CoS from an EA.
I've come to appreciate the nuances of organizational structure, the pivotal role of the CEO, and the importance of aligning administrative support roles with evolving organizational needs
Organizations undergoing drastic changes in structure, growth, and/or mission realignment have taken on an immense amount of work moving beyond their daily operations. This work does not always have a clearly defined owner. When the above factors exist, I recommend a CoS position to the executive. A CoS is a force multiplier who can execute high-level projects, track performance, and ensure KPIs are being met, culture is shifting, and the CEO’s vision is being realized – they fill the gaps in an organization like the mortar between bricks.
As a strategic partner to your C-suite executive, you are likely to be the first person in your organization to see these factors occurring and will identify the need to create a CoS position. You have identified the need for the organization, and you know you are the right person for the job, now what?
There’s not one discernable way to pitch this to your executive, but there are clear steps you can take to create buy-in and once that’s achieved, incorporate this new position into your organization’s structure and culture.
Caveats and Environmental Factors to consider:
Both of the CEOs I implemented these changes with were eager to explore/adopt a CoS model. Support from the HR department is also necessary as they will assist in your compensation administration, job description creation, and organization leadership chart placement
Each sector is different; each organization is different; each CEO is different
This 5-point checklist outlines the approach I took to implement a CoS role within my organization. It is laid out in a way that can be modified for your needs and directly applied to your position and organizational requirements. Once you work through the checklist and secure your new position as CoS, there are several initiatives you will want to undertake quickly to enculturate your role in the organization.
Elevating the EA role to the CoS role checklist
Build your case.
Understand your organization’s structure and how a CoS role would fit into this.
Assess gaps in organizational performance and how you could fill these as a CoS.
Identify areas of growth for the organization and how you can advance these.
Write a proposal for your executive that culminates how a CoS would positively impact the organization, and why you are the right person to fill this role. Use data to build a strong value proposition.
Create buy-in with your executive.
Walk your executive through the proposal you created, answer any immediate questions they have, and allow them to digest the information.
Share additional resources that could be beneficial. Books, blogs, podcasts, references, etc.
Follow up with your executive within a few days and discuss the proposal in detail. This is an opportunity to ease concerns and sell the value proposition.
Set clear performance metrics and expectations for 30 days, 90 days, 6 months, and 1 year.
Partner with human resources on the details.
Identify how this role will fit into the organizational chart/structure of the office.
Clearly discern the EA and CoS job responsibilities.
Develop an implementation/transition timeline and include a plan for backfilling the EA position.
Discuss metrics for performance reviews.
Explain partnership opportunities and their impact on your executive.
Garner support from your leadership team.
Share the proposal you used with your executive.
Share resources (can be the same as ones you shared with your executive, but try to share specific resources about partnering with CoS roles vs. having a CoS).
Answer any questions and embrace the ambiguity of the position.
Communicate the goals and timeline you have for the position and explain the delineation of responsibilities between the EA and CoS roles.
Affirm your new role with your board of directors or other governing body.
Discuss how the CoS role will elevate your executive’s ability to focus on strategy.
Explain how your working relationship with the Board will change. Will the EA or CoS serve as Board secretary?
If appropriate, share the proposal you created for your executive.
Steps I took within the first 30 days of implementing into the CoS role:
Educate – This role is nuanced and many individuals have never worked with a COS. Educate your leadership team and close partners on the role and how you can be an effective partner. Use resources to strengthen your case and provide examples to emulate how this will work within your organization.
Show Results – Pick 1-3 projects that can be completed quickly with a noticeable outcome across more than 2 departments and act on them immediately. Build cross-functional teams, work through the project, and deliver the results. Your leadership team will be impressed with your capability to deliver everything you promised, and you will have improved the organization to the benefit of many employees and your customers.
Strengthen Relationships – Continue to build the relationships you established as an EA and keep an open line of communication about how your transition will positively impact the organization and its mission. Open communication within these key relationships will only amplify your ability to influence the organization’s growth mindset.
Raise Your Hand – If issues are being identified and have no clear lead, volunteer to get a working group started or tackle the problem yourself. The initiative will get you far and allow you to showcase your value in this new role.
Be a Leader – You may feel a level of imposter syndrome when you transition from an EA to a COS. You have the support of your CEO for a reason: you are prepared for this promotion. Lean into your role as a leader of the organization and as an extension of the CEO with every room you walk into. There is a learning curve when you become a COS, but much of it is an amplification of your skillset. You have supported decision-makers for years but you are one of the decision-makers now – exercise these muscles regularly.
Transitioning from an EA to a CoS is not merely a change in title but a strategic evolution aimed at enhancing organizational effectiveness and supporting the CEO's vision. By understanding organizational dynamics, securing buy-in, and demonstrating value through tangible results, you can drive meaningful change and foster a culture of growth and innovation within your organization.
By Nick Raverty, Blog Contributor
Diane Steele, CEO of Steele Recruiting LLC, offers National Executive Search services for Senior Level Executive Assistants to the CEOs, Chiefs of Staff, and Personal Assistants for UHN
Contact Diane Steele or SteeleRecruiting.com for a free consultation on how we can help you.
