Behind the Scenes: The GA, EA, and CoS Collaboration

Building the Backbone: Aligning Strategy and Operations

When I reflect on my career, I often think back to my early days in an assistant role—a position that laid the foundation for where I am today as a Chief of Staff (CoS). I learned firsthand how critical it is to foster trust, align roles, and create systems that scale with a growing organization. These lessons were hard-won during moments of rapid growth, unexpected crises, and evolving team dynamics. Today, I want to share insights on the vital connection between the roles of General Assistant (GA), Executive Assistant (EA), and Chief of Staff, especially in startups or companies still laying the groundwork for long-term success.

In some organizations, depending on their stage of growth, the EA role might not exist, but a GA is always present. Often, the GA takes on tasks typically associated with an EA—or parts of them. The EA role is primarily focused on supporting the CEO and helping directors, whereas the GA plays a broader role, assisting the entire organization and finding ways to keep systems integrated and running smoothly. While the GA role is operational, much like the CoS, it is grounded in a "get-things-done" mentality.

Throughout my career, I’ve had the privilege of working with outstanding GAs who negotiated contracts, supported onboarding by ensuring equipment and instructions were in place for new hires, managed safety protocols, and oversaw office infrastructure. Dear reader, I could say that you could think of the GA as the person who keeps the office running. When there’s a need to open a new branch, the GA is the one who ensures everything is set up and operational. If you’re an EA or a CoS in a small company, ask yourself: Are you taking on some of these responsibilities? These roles often overlap depending on the company's structure, stage, and specific needs.

For those currently in a Chief of Staff (CoS) role, it’s essential to recognize that a significant portion of your work will involve developing processes and structures in close collaboration with the EA or GA. This partnership is not just beneficial—it is foundational to ensuring the company’s operations run smoothly and efficiently. While the CoS is typically focused on high-level strategic alignment, project management, and collaboration with stakeholders, the EA and GA are the operational anchors, ensuring that day-to-day functions are seamlessly executed.

A strong partnership between the CoS and assistant is built on trust, mutual understanding, and clear communication. The CoS often serves as both a mentor and a collaborative partner, providing the guidance, strategic perspective, and structure needed to empower the assistant to excel in their role. This dynamic relationship allows both roles to amplify each other’s impact: the CoS relies on the assistant’s operational expertise, while the assistant benefits from the CoS’s strategic insights. Together, this partnership drives efficiency and builds a scalable foundation for the organization.

Why This Partnership Matters

The partnership is foundational to the smooth operation and strategic growth of any organization. While these roles differ in scope and focus, their collaboration bridges the gap between tactical execution and strategic alignment.

I could say that this relationship thrives on 4 main categories:

1. Shared Goals: All three roles focus on creating a seamless and efficient organization. By aligning their efforts with leadership's objectives, they ensure that both tactical execution and strategic initiatives are supported by a solid operational foundation.

2. Mutual Trust: Trust is critical for seamless coordination, particularly in overlapping responsibilities like managing workflows, stakeholder communications, and handling sensitive information.

3. Complementary Strengths: Each role complements the others, forming a collaborative team that bridges the gap between strategy and execution. While the CoS provides strategic direction, the EA ensures leadership operates effectively, and the GA manages the operational infrastructure that keeps everything running smoothly. In a organization when we do not have one of the three, the work ends up being divided between two of them based on their experience.

4. Scalability and Sustainability: One of the most significant lessons I’ve carried from my GA days to my role as CoS is the critical importance of scalability. Without standardized processes, growth can quickly overwhelm an organization. A lack of structure often leads to inefficiencies, confusion, and wasted time—resources that are especially precious in startups and growing companies. By documenting workflows, fostering collaboration, and preparing for growth, these roles create an environment where the company can thrive. Whether you’re launching a new office, onboarding dozens of employees, or implementing a strategic initiative, this partnership ensures the organization remains agile, efficient, and aligned with its goals.

During a rapid hiring phase at one of my previous organizations, we faced significant bottlenecks in onboarding. The GA took the lead in ensuring every new hire had the necessary equipment and IT setup ready before their start date, minimizing delays. At the same time, the EA meticulously scheduled leadership’s introductory meetings to avoid conflicts and ensure each new team member felt welcomed. As the CoS, I developed a step-by-step onboarding guide and automated parts of the process through the HR system, reducing ramp-up time by 50% and enabling new hires to integrate seamlessly into their teams.

This example demonstrates how the unique strengths of the GA, EA, and CoS roles complement one another to overcome challenges and drive organizational success. With that in mind, let’s delve deeper into the specific contributions each role makes to this partnership.

Unique Contributions of Each Role

To illustrate the differences and overlap between the CoS, EA, and GA, the table below highlights key categories of responsibilities and how each role contributes within those areas:

The table above highlights how the Executive Assistant (EA), General Assistant (GA), and Chief of Staff (CoS) each bring distinct strengths to the organization. Together, they form a collaborative network that balances the tactical, operational, and strategic needs of the company. Here are some key reflections on the importance of these roles:

1. Interdependence is Key:
   While the CoS relies on the GA and EA to ensure seamless operations and day-to-day execution, the EA and GA benefit from the CoS’s strategic guidance. This dynamic fosters a workflow where roles complement each other’s strengths.

2. Flexibility in Small Organizations:
   In smaller companies or startups, the boundaries between these roles can blur. For example, an EA might take on office management tasks typically handled by a GA, while the CoS might step into operational roles during high-pressure periods. Flexibility and adaptability are critical for success in these environments.

3. Building a Scalable Foundation:
   Each role contributes to creating scalable systems. The GA’s focus on infrastructure and processes ensures that operational growth doesn’t outpace the company’s capabilities. The EA’s organization of executive workflows provides a repeatable framework for leadership efficiency. The CoS ties these efforts together, ensuring alignment with long-term strategic goals.

4. Empowering Each Role:
   Recognizing the unique contributions of each role helps foster respect and collaboration. It’s important to provide tools, resources, and mentorship that empower GAs and EAs to excel in their domains, which in turn strengthens the overall organization.

These roles do not operate in silos—they are interconnected, each amplifying the other’s strengths. For example, during onboarding, the GA ensures logistical readiness, the EA organizes leadership engagement, and the CoS introduces scalable systems to ensure long-term efficiency. Together, they create a seamless experience for new hires, showcasing the power of collaboration and mutual respect.

Building the Backbone of a Growing Organization

The roles of GAs and EAs are more than operational—they are pivotal to creating a well-oiled organizational machine. Their partnership with the COS is essential for aligning operations with strategy, ensuring scalability, and supporting the company’s long-term success. Whether managing office infrastructure, planning events, or streamlining processes, GAs and EAs are the unsung heroes who keep companies running. Important to be said, that each company’s needs are unique, but one truth remains universal: a strong partnership between these roles lays the foundation for an efficient, scalable, and successful organization.

As organizations grow, it’s easy to focus solely on outcomes and overlook the structures that make them possible. The partnership between the GA, EA, and CoS is more than a working relationship—it’s the engine that drives alignment, scalability, and success. To those in these roles: Invest in building trust, document your processes, and embrace the overlap in responsibilities, tailoring your approach to the organization’s current stage of growth. Together, you are laying the foundation for an organization that isn’t just efficient but also resilient and prepared for the future.

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Here’s a podcast based on this article, created using NotebookLM (yes, I’m a big enthusiast of AI!). You can listen to it below. Enjoy!

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