Find your perfect co-pilot:
Strategic hiring
As a business /practice owner, solopreneur, or thought leader, you're on a mission to grow your practice. But let's face it – you're overwhelmed, stretched thin, and sometimes unsure of your next move.
The Challenge You Face:
You're spending more time on admin tasks than serving your clients
You struggle to find the right support when you need it most
You're missing opportunities because you can't be everywhere at once
Your Solution: A Strategic Co-Pilot
Imagine having someone by your side who:
Anticipates your needs before you even realise them
Takes initiative while you're focused on client delivery
Provides the perfect support at the right time
The Role
Coaches, speakers, trainers and facilitators will need a support team to truly thrive, in a sustainable way. Together we will work out your needs and I can support you in hiring for the following roles;
Business or Practice Manager
Executive Assistant
Chief of Staff
Chief of Operations
“Those who don’t believe in magic will never find it.”
-Pablo
how we’ll work together
I've got three ways we can work together, depending on how much support you need.
Let me walk you through what's included in my most comprehensive option - the Strategic Package.
From here, you can decide if you want the full experience, or we can dial it back to match exactly what you're after
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Finding your unicorn is hard to do alone. In this onboarding call, we map our search strategy and do capacity planning with your calendar for the process ahead.
You'll leave knowing who you're looking for, what's involved, and how it'll run. -
In this 90-minute workshop, we map your business to define your ideal co-pilot role, the tasks, the gaps, and the qualities your next hire needs.
You'll leave with a clear blueprint for a role that actually lifts the weight off you, not just fills a seat. -
Communication Playbook Design
You've experienced the frustration of misaligned support, where your needs were misunderstood and your unique approach overlooked.
Normally it takes months for someone new to learn how you think and work. In this 90-minute workshop, we shortcut that timeline, building your Working Style Playbook: how you communicate, your non-negotiables, how you make decisions. Your new hire has it from day one. Instead of spending months catching up, they're anticipating what your practice needs almost straight away.
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Next, we create two things: your position description and your job ad. We translate your business, needs and culture into plain, compelling language, no corporate jargon. You'll come away with a PD that guides your hiring process and a job ad built to catch the eye of the right person.
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The administrative burden of talent acquisition can be overwhelming, pulling you away from your core business.
We'll step in to lift this weight off your shoulders, handling everything from posting your job ad across multiple platforms to monitoring applications and ad performance.
We'll fine-tune your job listings for maximum impact, amplify your reach through strategic marketing channels, and manage the influx of candidates.
This comprehensive approach ensures you cast the widest net possible without getting tangled in the details.
The result? A streamlined hiring process that attracts top talent while freeing you to focus on what you do best. You'll have peace of mind knowing that your search for the perfect co-pilot is being managed efficiently and effectively, setting the stage for finding that ideal match without the usual stress and time investment.
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Finding the right person feels overwhelming when there's 30-150 applications to review, right?
No stress - We've got you covered.
We personally review every single application, screening out those that don't match what you're looking for.
Then we dig deeper into the standouts (usually 10-20 people) using our candidate matrix that matches directly to your role outcomes and activities.
You'll end up with a shortlist of 3-10 fantastic candidates who actually tick your boxes. No more crossing your fingers and hoping for the best - by the time you sit down for first interviews, you'll have a good feel for who will be in your future.
This is about finding someone who just gets it, and YOU. Someone who can truly partner with you to elevate brain space and energy
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I conduct your first round interviews personally, not you. It keeps the process moving without eating into your week, and gives you a second read on every candidate before you meet them. You'll get a debrief after each one.
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Add an Enneagram assessment for yourself and your top candidates to see how your working styles actually line up, not just on paper. It's a strong tool for spotting fit, and friction, early, and it carries through into onboarding once your new hire is on board.
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This one's yours to run. We’'ll craft personalised interview questions for you based on their CV and first interview.
By now you've got the context, the shortlist, and (if you've added it) the Enneagram insight, so you meet your final one or two candidates and make the call yourself.
A paid case study can be added here to see how someone handles real work, not just a conversation. -
It's natural to worry that a new hire might struggle to grasp your unique business approach, potentially slowing down your momentum.
We address this head-on with two powerful elements:
Essentials & Strategic Package:
A focused 90-minute session to create your custom onboarding plan, bridging your new co-pilot's skills with your business requirements and culture.
Strategic Package only;
Four weeks of 1:1 mentoring support with me, where I work directly with your new hire to translate the nuances of your solopreneur practice and ensure they truly understand your specific needs, work style, and vision.
The result? A powerful partnership from day one, with your new team member fully equipped to drive your business forward and contribute meaningfully to your growth
"Katee, your approach is full of heart, which has made all the difference."
- Lisa Greensill - Branding Expert
Ready to work together?
Ready to be hands-on in the process?
This one's for you.
Get the full details and toolkit here: https://kateegray.com/hiring-toolkit
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Your proven roadmap for strategic, essence-based hiring — when full recruitment support isn't in the budget
Sometimes you need to start where you are, not where you think you should be.
This DIY recruitment package gives you The Essence-Aligned Hiring Method — a structured way to hire for essence, not just skills, using the same principles we apply in full recruitment partnerships. You'll get the frameworks, templates, and strategic approach that lead to lasting partnerships, certainly NOT random hiring experiments.
Most hiring fails not because business owners don't care — but because they're taught to assess skills before alignment. That's backwards.
Get the full details and toolkit here: https://kateegray.com/hiring-toolkit -
This will be up your alley if:
You're a coach, consultant, speaker, or facilitator who needs to hire a Business Manager, Executive Assistant, or Practice Manager, but comprehensive recruitment partnership ($5K-12K) isn't accessible right now.
You're already confident using AI tools like Claude or ChatGPT and comfortable working with prompts.
You're willing to drive the process yourself and understand that while the methodology is proven, the outcomes will depend on your implementation.
You want strategic hiring based on essence and values alignment — not guesswork.
Get the full details and toolkit here: https://kateegray.com/hiring-toolkit
"Through working with Katee, all my hesitation and pressure really dropped away.
The person Katee matched me with - I wouldn't have found her on my own, and we really click."
- Lisa Greensill
Want everything taken care of while you focus on what you do best? This one’s for you.
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ESSENTIALS
Everything you need to find the right person for the role.
Business Foundations
Deep-dive role requirements workshop
Market research on competitive pay rates given role scope
Role Clarity & Strategy
Comprehensive position description development
Custom recruitment strategy
Professional job advertisement creation
Premium advertising on SEEK/LinkedIn
Communication & Processes
Working Style Playbook development
Interview question design specific to you and your role
Talent Assessment
Candidate shortlisting and screening
Screening calls
First round interviews, conducted personally by Katee
Onboarding
90min onboarding design & support workshop
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The Essentials package is perfect for your first crucial hire. This is your ideal match if:
You're time-poor but need to get this hire right, working within a defined budget
OR
You want expert guidance to build lasting team relationships and attract top talent from the start
Want the full experience? Deep personality insights plus 4 weeks of mentoring to ensure your co-pilot thrives.
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Everything in Essentials, plus deeper candidate assessment and extended onboarding mentoring.
Candidate response management, including rejection emails
Advanced candidate assessment: Enneagram and case study, for your top 2 candidates
Onboarding design workshop
4 weeks of onboarding mentoring (weekly check-ins)
Welcome pack for your new hire
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The Strategic package is designed for pivotal hires that will transform your business.
This is your ideal match if:
You're ready to make a high-impact hire that will drive your business toward 2X or 5X your growth
OR
You understand the power of perfect alignment - in both skills and energy - and value comprehensive onboarding support to ensure your new hire thrives from day one
my approach
In your quest to find the perfect co-pilot, I believe in prioritising essence over mere experience. As a thought leader or solopreneur, your practice is an extension of your unique vision and approach. The relationship you forge with your Business Manager or Chief of Staff is pivotal—it's the cornerstone of your revenue growth, sustainability, energy protection, and creative freedom.
While professional experience is valuable, it's the essence of your support person that truly unlocks the magic of your partnership. This essence is what transforms a capable assistant into a true unicorn—someone who not only understands your needs but anticipates them, who resonates with your vision and amplifies your impact.
To uncover this essence, my "Find Your Unicorn" program guides you through a journey of:
Leading with Vulnerability: Opening up to create genuine connections
Establishing Values Alignment: Ensuring your co-pilot shares your core principles
Practicing Mindfulness: Tuning into the subtle cues that reveal true compatibility
Understanding Their Purpose: Aligning their personal mission with your business goals
By focusing on these elements, I help you discover not just an employee, but a true partner who gets you—someone ready to elevate your practice from day one. This approach ensures that your search goes beyond skills on a resume, finding you the rare, valuable support that your unique practice deserves.
I bring a personalised touch to every step of the process. My one-on-one approach ensures that your unique needs are at the forefront and that the search for your unicorn is tailored specifically to you and your practice.
roles recruited still in their role:
91%
"This week, we're flying, and we wouldn't have been flying this fast this quickly without everything that you've contributed."
-Ann Braithwaite
matched candidates still in in their role:
80%
"Working with Katee brought me tremendous clarity and a position description that felt spot-on for both where I am and where I want to go." - Maria deBruijn
Questions?
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Anywhere from 4-8 weeks depending on your availability and business needs.
I recommend advertising the role for 14-30 days.
If you’d prefer an expedited option, ask me about “match making” with candidates that are ready to go (time sensitive); hello@kateegray.com OR book a call below.
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The Essentials & Strategic package includes advertising fees for one platform (up to $400AU worth).
Additional platforms or ad spend will be an additional cost to you.
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Nope! I leave that one to the lawyers and accountants.
I recommend Found Legal if you'd like to source a detailed template.
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We will evaluate the appropriate wage based on the role requirements in step 1.
Here is a salary guide, based on full time equivalent, employee, excluding super, in Australian Dollars. Excluding bonuses.
Entry Level: $65k - $80k
Experienced: $80k - $90k
Advanced: $90k-$110k
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Yes, absolutely. Most business manager roles are part-time.
If engaging in this program, I recommend recruiting for roles that require 20 hours per week or more.
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Not a whole lot, other than the context and mindset that shapes the role.
I recommend recruiting utilising the term business manager even if you plan to use the term practice manager internally.
Download my support guide below for more information.
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While I haven't had this happen before, if you don't feel like it's a good fit within the first 30 days of being matched and would like to stop working with your new hire, we will refund 25% of your program investment.
Alternatively, I can reach out to one of the other top candidates to see if they're still available.
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I'll be honest. Yes. But they aren't fictional.
Supporting thought leaders in a solopreneur practice is super unique.
As unique as you!
It's not as straight forward as searching for an Executive Assistant, as business managers have more diverse backgrounds. Experience has shown me that you can find Unicorns in the most unique circumstances!
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This will depend on which add-ons you choose to utilise.
Allow 1.5 -4 hours per week.
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Absolutely!
Check them out here;
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LinkedIn & LinkedIn Groups
SEEK
My networks in thought leadership
Referrals from existing business managers
My networks on Facebook & Instagram
Your networks
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Here's where the magic of our community comes in!
As your dedicated Unicorn finder, I take great care in connecting top talent with the right opportunities and essence connection.
Once you've signed with your ideal candidate, I may introduce your other shortlisted candidates to fellow solopreneurs who are looking for exactly their skills and expertise.
When I make these matches, the other business owner makes a commercial investment (though it's adjusted from the original recruitment package). It's all about creating those perfect partnerships where everyone wins!
This approach creates a win-win situation:
Your shortlisted candidates get fantastic opportunities with other business owners
Fellow soloprenuers gain access to pre-vetted, high-quality talent.
You receive a $1,500 credit toward the Catalyst program when a successful match is made.
“Working with Katee Gray to find and onboard our business manager was an absolute game-changer.
From day one, Katee made it her mission to really get us—our business, our culture, and the kind of person we needed to make our work, work. It wasn’t just about filling a role; it was about finding the perfect fit, and Katee absolutely nailed it.
What really stood out, though, was how she stayed with us through the whole onboarding process. Katee didn’t just hand us a new manager and disappear—she made sure the transition was smooth, guiding us through any bumps and making sure our new team member felt supported from the get-go. Her ability to foresee what might trip us up and offer up practical solutions was brilliant.
Thanks to Katee, we didn’t just hire the right person; we set them up for success from day one. If you're after someone who’s got the experience, intuition, and heart to make things happen, Katee’s your person.”
“The essence of an individual may not always be loud or ostentatious. Sometimes, it’s the quiet strength, the thoughtful introspection, and the capacity for deep focus that hold the key to innovation and sustained success.”
building a support team
(And why essence over experience is key)
Needing support in your practice but not sure who or what you need?
In this free guide you will find;
A support map to help you distinguish the type of support you need
A explanation of the distinct differences between and Virtual Assistant, Executive Assistant, Practice (Business) Manager or Chief or Staff/ Operations.
Why hiring based on essence, over experience is key
"Bringing on a business manager has been a game changer—I'm no longer bogged down by details and can finally think bigger and move faster." - Maria deBruijn
"I don't see it as a cost at all, but an investment in creating space for me and making what I do even better." - Lisa Greensill
"The timing will never be right but do it before you think you're quite ready - that's the whole point." - Ann Braithwaite
“A moment of respect for the job ad itself – it’s the antidote to a sea of beige, ambiguous listings that leave you guessing what the job really is. Yours was clear and full of intention. It’s the first job ad I’ve read in a long time that felt written by a human, for a human.” - Recruitment candidate for Nina Field
Download the Guide
what clients say
nice things, from great people
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Penny Terry - Storyteller, Speaker & Mentor
Working with Katee Gray was an absolute game-changer.
From day one, Katee made it her mission to really get us—our business, our culture, and the kind of person we needed to make our work, work. It wasn’t just about filling a role; it was about finding the perfect fit, and Katee absolutely nailed it.
What really stood out, though, was how she stayed with us through the whole onboarding process. Katee didn’t just hand us a new manager and disappear—she made sure the transition was smooth, guiding us through any bumps and making sure our new team member felt supported from the get-go. Her ability to foresee what might trip us up and offer up practical solutions was brilliant.
Thanks to Katee, we didn’t just hire the right person; we set them up for success from day one. If you're after someone who’s got the experience, intuition, and heart to make things happen, Katee’s your person.
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Lucy Byrne - Facilitator, Speaker & Coach
Honestly, having Katee in your corner is worth every cent.
We understand why many businesses feel like getting help to hire a business manager is a big leap. It’s an outlay of time and money, and it’s tempting to think, ‘I can just handle this myself.’
But honesty, doing it on your own is a much bigger risk.
If you get it wrong, it’s going to cost you more time, more money, and plenty of sleepless nights!
When we worked with Katee Gray, it wasn’t just about avoiding those risks—it was about making sure we found the right person from the start. Katee’s support saved us so much hassle.
She helped us understand what support we needed, and what skills would provide that support and gave us confidence in our decision.
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Lisa Greenshill - Brand & Messaging Expert
Katee's heart-led approach made all the difference from our very first scoping workshop.
The job description she created was incredible - capturing my personality perfectly while clearly outlining who would work well with me.
What sets Katee apart is her unique 8-step process that begins with genuinely getting to know each other before jumping into systems and tech.
I had hesitations about bringing someone on, but working with Katee eliminated that pressure. We started with fewer hours and built from there, helping me see this not as a cost, but as an investment in creating space for myself.
The person Katee matched me with is someone I wouldn't have found on my own, and we click perfectly. My biggest wow moment was reading that job description. I was smiling & teary, knowing I'd made the right decision working with Katee.
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Maria DeBruijn - Author, Facilitator & Mentor
Working with Katee brought me tremendous clarity.
She helped me not only identify the kind of support I needed but also the energy that would truly complement and propel my work forward. Her ability to unpack the nuances of my practice resulted in a position description that felt spot-on for both where I am and where I want to go. Prioritizing fit and longevity, she ensured these factors guided every step of the hiring process. Her onboarding insights were incredibly valuable, helping us set up for long-term success.
I think what stood out most though was her genuine care—she truly invests in making the right match, and that made all the difference.
In one of our early conversations, Katee invited me to reflect on how I like to work. At first, it seemed like a simple question, but as we started unpacking it, I realized I had never really taken the time to think about what truly energizes me. Through that process, I gained an entirely new perspective—not just on my preferences but on the type of people who elevate my energy and work. That shift has already had a lasting impact, guiding me as I build a strong, collaborative relationship with my business manager.
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Robert Bihar - Facilitator, Coach & Mentor
Katee helped me discover what was important to me and how getting support could amplify that.
She talked me through the distinction and impact of someone proactive. Katee then followed up with "This is how a business manager can protect your energy."
When we identified what I needed from my support person, it was a big moment for me.
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Ann Braithwaite - Speaker, Mentor & Coach
Working with Katee was transformative for my practice.
Her approach to screening candidates and finding my "unicorn" was exceptional. She walked me through each step clearly and explained what business managers could contribute based on her experience—highlighting things I didn't even know I needed. Without Katee, I simply wouldn't have found the right person with this degree of success.
The onboarding phase proved critical. Katee facilitated our early conversations, helping both Janey and me navigate our different working styles. I had purposely recruited someone with complementary skills to mine.
For those hesitant about taking this step, my advice is clear: do it before you think you're ready—that's the whole point. Katee helped me find the courage to make this transition and asked questions I didn't know needed answering.
The proof is in the results. After Katee's guidance through the recruitment and onboarding process, Janey and I had a breakthrough session that unlocked our potential. Now we're flying, and we wouldn't be progressing this quickly without everything that Katee contributed. The investment was absolutely worth it.
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Janey Carr - Business Manager for Ann Braithwaite
I was thoroughly impressed with Katee’s skills and the entire recruitment process.
After experiencing many interviews, Katee's truly stood out. Unlike the predictable questions I'd encountered elsewhere, her approach was refreshingly different—focused on genuinely getting to know me while clearly demonstrating her expertise.
She delved deeply into personality with uniquely insightful questions I hadn't encountered before. What made it special wasn't technical difficulty, but how she uncovered dimensions other interviewers missed with exceptionally effective techniques.
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Angus Jenkins - Keynote Speaker & Leadership Coach
I was wobbling big time, and with such gentleness and kindness, Katee heard me.
She knew how important this was, and felt what I was trying to accomplish. She also recognised that I wasn't seeing some stuff that I was making way too complicated for myself.
Katee, I have such love and respect for you. This journey has done everything for me. It has been one of the highlights of my career.
You've killed it. I applaud you, I honour you, and just thank you for your heart and humanity, because you brought the best out of me.
clients I’ve worked with:
