How to Chief of Staff: Role Profile, Hiring, Meeting Rhythm - How Parloa Founder and CEO Malte Kosub Works with His Chief of Staff

About this episode

The Chief of Staff role is often misunderstood in the German startup scene or confused with a traditional Founder's Associate. Malte Kosub, CEO of successful AI company Parloa, reveals in this conversation how he strategically built his support system and why a good Chief of Staff is crucial for the success of a rapidly growing startup.

What Does a Chief of Staff Actually Do?

A Chief of Staff is far more than a glorified assistant or project manager. The position functions as a strategic extension of the CEO and takes on critical tasks that directly impact company success. While a Founder's Associate often provides operational support and learns various areas, the Chief of Staff works at eye level with management and bears responsibility for strategic initiatives.

Malte's Priority and Support System at Parloa

At Parloa, Malte Kosub has developed a thoughtful system that enables him to focus on the most important CEO tasks. The Chief of Staff takes on a central coordination role, ensuring that strategic projects don't get lost in day-to-day operations.

The support system is based on clear priorities and structured working methods. The Chief of Staff functions as both filter and amplifier – sorting important from unimportant issues and ensuring that critical decisions receive the necessary attention.

Key Qualities of a Successful Chief of Staff

When hiring a Chief of Staff, founders should look for specific qualities that go beyond traditional skills:

• –Strategic thinking ability: The capacity to understand complex relationships and recognize strategic implications
• –Communication strength: Ability to communicate clearly and precisely both internally and externally
• –Trustworthiness: Absolute discretion and reliability with sensitive topics
• –Proactivity: Anticipating problems and developing solutions before they escalate
• –Cultural fit: Understanding and authentically representing company values

The Optimal Meeting Rhythm Between CEO and Chief of Staff

The collaboration between CEO and Chief of Staff thrives on regular, structured communication. Malte Kosub has developed a meeting rhythm that ensures both efficiency and flexibility.

Daily interaction requires fixed touchpoints to ensure alignment without falling into micromanagement. Short, focused updates and longer strategic sessions form the backbone of the collaboration.

Context and Trust as Success Factors

The most important insight from Malte's experience: without context and trust, the Chief of Staff role doesn't work. The Chief of Staff must understand the big picture, internalize the company strategy, and be able to follow the CEO's way of thinking.

Trust develops through consistency and results. A Chief of Staff must prove they can act in the interest of the CEO and the company – even in situations where direct consultation isn't possible.

Creating the Right Environment for a Chief of Staff

For a Chief of Staff to succeed, the environment must be right. This includes:

• –Clear role definition and expectations
• –Direct access to all relevant information
• –Authority to act on behalf of the CEO
• –Support from the entire leadership team
• –Room for independent decisions in defined areas

Conclusion: Chief of Staff as Strategic Game-Changer

The Chief of Staff role can be a real game-changer for rapidly growing startups – provided it's properly understood and implemented. Malte Kosub's experiences at Parloa show that investing in a qualified Chief of Staff not only increases CEO efficiency but also improves overall company leadership.

For founders considering this position, what's crucial is: a Chief of Staff is a strategic investment in the scalability of your own role as CEO. The right person can help take the company to the next level.