Executive Assistant vs Chief of Staff: Which one do you need?

Imagine this:

It's 2 AM, you're wide awake, not because of that extra shot of espresso in your late-night latte, but because your brain's doing its favorite trick - turning your to-do list into a never-ending scroll, and ideas are popping in your mind but there's also a part of you that knows your calendar is so full you won't have time to bring them to life.

Sounds familiar?

Welcome to the "I-need-an-extra-set-of-hands-and-maybe-an-extra-brain" club! 😅

But don't worry, because Executive Assistants and Chiefs of Staff exist – and one or both of them just might be the game-changer you need.

Now, you might be thinking, "Aren't they basically the same thing?" Plot twist: they're not! Many people mix these roles up faster than a blender on smoothie duty, so we’ll deep dive on their differences.

Spoiler alert: Neither of them will make your coffee magically appear (still working on that teleportation app), but they might just be the secret sauce to taking your business from "surviving" to "thriving."

Kidding aside, both of them do wonders, but they have different specializations and skills to bring to the table. Let's break it down, shall we?

EXECUTIVE ASSISTANT

Picture having someone who can tame your wild inbox, juggle your calendar like a pro, and make sure you're always in the right place at the right time (and with the right info!). That's an Executive Assistant in a nutshell.

What an Executive Assistant (EA) typically handles:

• Email management (bye-bye, inbox anxiety!)

• Calendar scheduling (no more double-bookings!)

• Travel arrangements (because you've got better things to do than compare flight prices)

• Basic research and report preparation

• Meeting coordination and follow-ups

• File management

Life with an Executive Assistant

Imagine waking up to a perfectly organized day. Your EA has already cleared out the clutter from your inbox, prepped you for your meetings, and even remembered it's your work bestie's birthday (hello, office hero status!). You're free to focus on the big picture stuff without drowning in the sea of small (but important) details.

With an Executive Assistant, you might find yourself saying things like:

• "Wait, when did my life get so... organized?"

• "You mean I can actually take a lunch break now?"

• "Huh, I forgot what an empty inbox looks like!"

…and many more.

CHIEF OF STAFF

Now, imagine having a right-hand person who not only gets your vision but helps shape and execute it. Someone who can take those 2 AM ideas and turn them into actionable plans. Enter the Chief of Staff.

What a Chief of Staff (CoS) typically handles:

• Strategic planning and execution

• High-level project management

• Team leadership and development

• Representing you in important meetings

• Analyzing complex business problems and proposing solutions

Life with a Chief of Staff

Picture having a strategic twin: your CoS is turning your midnight brainstorms into daytime action plans. They're connecting dots you didn't even know existed, streamlining operations, and basically being the Sherlock to your Watson in the mystery of business growth.

With a Chief of Staff, you might catch yourself thinking:

• "Wow, that idea finally came to life!"

• "Is this what it feels like to be ahead of the curve?"

• "I didn't know our team could be this efficient!"

…and many more.

SO, WHICH ONE’S THE BEST CHOICE FOR YOU?

Here's the thing – there's no one-size-fits-all answer. The answer depends on your specific needs and where your business is at right now. Both are awesome supports, but which one you need depends on the job at hand.

Are you drowning in day-to-day tasks, constantly putting out small fires, and wishing you had more time to actually, you know, lead? An Executive Assistant might be your new best friend.

Or are you bursting with big ideas but struggling to implement them, feeling like your business is ready for the next level but not quite sure how to get there? A Chief of Staff could be the secret ingredient you're missing.

Let's break it down EVEN MORE:

You might need an Executive Assistant if:

• Your daily tasks are overwhelming you

• You're spending too much time on administrative work

• You need help managing your time and schedule more efficiently

You might need a Chief of Staff if:

• You need help translating your big ideas into actionable plans

• Your business is growing and you need someone to help manage that growth

• You need a strategic partner to help with high-level decision making

The bottom line? Whether you go for an Executive Assistant or a Chief of Staff, you're investing in more than just help – you're investing in your sanity, your business's growth, and maybe even the ability to sleep past 2 AM without your to-do list haunting your dreams.

SO, WHAT IF YOU WANT OR NEED BOTH?

Here's a thought – who says you have to choose?

Some executives find that having both an EA and a CoS creates the perfect support system. The EA keeps the day-to-day running smoothly, while the CoS helps drive the business forward strategically.

Coming from a freelancer who does both (yep - that’s me!), I've seen and worked with some executives who have both an EA and a CoS. When EA and CoS co-exist, they often work closely as they both report and provide support to executives.

However, let's spill the tea: sometimes, the responsibilities of the two overlap and it gets super tricky to figure out where an executive assistant's job ends and a chief of staff's begins - they're like those friends who finish each other's sentences. But, that's not necessarily a bad thing!

In fact, some of my savviest clients have found a solution and I'm dying to let you in on their genius hack!

the "Two Birds, One Super-Talented Stone" solutioN

Imagine having a right-hand person who can:

• Juggle your day-to-day operations like a pro while also being your strategic thinking partner

• Read your mind about scheduling preferences and brainstorm your next big business move

• Keep you three steps ahead in your daily tasks and three years ahead in your business strategy

• Tame your wild inbox AND prep you for that nerve-wracking board meeting

• Be your go-to person for everything from remembering your coffee order to remembering that brilliant 2 AM idea you had (and actually making it happen)

See how game-changing that can be? It’s what I like to call the “Two birds, one super-talented stone” solution!

So, let’s get right to it:

It’s having one person working with you as both your EA and CoS - unusual, but amazingly game-changing! But of course, it's important to ensure the compensation reflects the dual role.

Some of my clients have hired me for both roles, and let me tell you, it's been quite the adventure!

I get to see the big picture and the tiny details all at once. One day I'm managing a hectic schedule and fielding calls, the next I'm in a strategy session helping to map out the company's future.

That's actually how I earned the nickname "Jedi" from a long-time client. No lightsaber involved, though!

Here’s why it works so well:

• One point of contact for all your needs, hence streamlined communication!

• No need to juggle multiple assistants or explain things twice (absolutely an efficiency hack)

• You’'ll have someone who gets both the big picture and the nitty-gritty details

So, what's the real scoop here? This EA-CoS dream team of one isn't just about ticking boxes off your to-do list (though it definitely does that too), it's also about transforming the way you work, think, and lead.

TO WRAP IT UP –

Just a loving reminder: whether you're drowning in a sea of emails or your brilliant ideas are collecting dust faster than that forgotten treadmill in the corner, there's hope. And no, it doesn't involve cloning yourself (though wouldn't that be something?).

Just don’t forget that it’s about finding that perfect sidekick who gets you, your business, who can help turn your chaotic days into productive ones and enable you to focus on what you do best: leading and growing your business!

Who knows? With the right support, you might just find yourself sleeping through the night, inbox under control, and big dreams becoming reality. Now that's what I call a plot twist worth celebrating!

Remember, the goal isn't just to survive in the business world – it's to thrive, innovate, and maybe even find time for that hobby you've been putting off. Your ideal EA, CoS, or ‘multi-talented stone’ is out there. Time to find it and watch your business (and your stress levels) transform!