Find your perfect co-pilot:

Strategic hiring

As a SME, 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

  • In this focused 90-minute Role Requirements Discovery workshop, we'll map your unique business landscape to define your ideal co-pilot position.

    Prior to the session you'll complete a diagnostic review of your business operations. This will identify key support areas, pinpoint specific tasks, and outline the qualities your perfect support should possess.

    You'll leave with a clear, tailored blueprint for a role that amplifies your impact and boosts profitability—setting the stage for finding your perfect co-pilot.

  • In this next step, I'll create two key documents: your personalised position description and a compelling job ad.

    I'll translate your business vision, needs, and culture into clear, attractive language (without the corporate jargon). The position description will detail the exact support you need, while the job ad will be crafted to catch the eye of your ideal co-pilot.

    By the end of this phase, you'll have two powerful tools - a comprehensive position description to guide your hiring process and an engaging job ad designed to attract perfect-fit candidates who truly understand and resonate with your business goals.

  • Knowing where to find a unicorn to fit such a unique role can be tricky if you're navigating it alone.

    In this focused 90-minute workshop, we'll tackle this together by creating your strategic search plan. We'll identify the most suitable platforms for finding your ideal co-pilot, develop personalised interview questions, and establish a realistic timeline that aligns with your business needs.

    By the end, you'll have a clear, confident approach to navigate your search, setting you on the path to finding the perfect support for your unique business.

  • You've experienced the frustration of misaligned support, where your needs were misunderstood and your unique approach overlooked.

    In this 90-minute workshop, we'll address this challenge head-on by crafting your personal Communication Playbook. This tailored guide will serve as your crystal-clear roadmap for expressing your needs and work style.

    By the end of our session, you'll have the tools to ensure that your future support truly gets you, aligning seamlessly with your vision and approach.

    This playbook will be your key to transforming support from a source of frustration into a powerful asset for your business.

    Read more here.

  • The administrative burden of talent acquisition can be overwhelming, pulling you away from your core business.

    I'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.

    I'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.

  • Finding the right person feels overwhelming when there's 30-75 applications to review, right?

    No stress - I've got you covered.

    I personally review every single application, screening out those that don't match what you're looking for.

    Then I 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

  • 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:

    1. A focused 90-minute session to create your custom onboarding plan, bridging your new co-pilot's skills with your business requirements and culture.

    2. 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

Ready to work together?

Ready to be hands-on in the process?

This one's for you.

  • ROLE CLARITY & STRATEGY

    • Deep-dive role requirements workshop

    • Curated position description (Word format, no design)

    • Professional job advertisement creation, with promotional graphics to support reach.

    • Job promotion through vetted networks and candidate lists

    INTERVIEW & ASSESSMENT

    • Interview strategy workshop and question design

    • Screening calls with qualified candidates OR Final interview support

  • The Minimalist package is designed for founders who value a collaborative approach to building their team.

    This is the right move for you if you're ready to drive parts of the recruitment process and want expert guidance and at key decision points, along with a strong candidate network.

Want everything taken care of while you focus on what you do best? This one’s for you.

  • The key difference between this and the strategic package is it DOES NOT include the onboarding workshop, onboarding mentoring, or advanced screening utilising Ennegram assessment or a Case study.

    BUSINESS FOUNDATIONS

    • Business operations diagnostic to align hire with business growth

    • Deep-dive role requirements workshop

    • Market research on competitive pay rates

    ROLE CLARITY & STRATEGY

    • Comprehensive position description development

    • Custom recruitment strategy

    • Professional job advertisement creation

    • Premium advertising on SEEK/LinkedIn

    COMMUNICATION & PROCESSES

    • Custom communication playbook design

    • Interview strategy and questions development

    TALENT ASSESSMENT

    • Candidate shortlisting and screening

    • Screening calls

  • 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.

  • Everything! All the critical and essential elements required to find your long term strategic co-pilot.

    See “how we will work together” section above to understand each step and inclusion in more detail.

    Here is the summary:

    BUSINESS FOUNDATIONS

    • Business operations diagnostic to align hire with business growth

    • Deep-dive role requirements workshop

    • Market research on competitive pay rates

    ROLE CLARITY & STRATEGY

    • Comprehensive position description development

    • Custom recruitment strategy, including individually curated interview questions.

    • Professional job advertisement creation - see examples in FAQ section.

    • Premium advertising on SEEK/LinkedIn

    COMMUNICATION & PROCESSES

    • Custom communication playbook design

    • Interview strategy and questions development

    • Coordination of interview bookings

    • Candidate response management - including the dreaded rejection emails to candidate.

    • Note: I recommend personally communicating with your top 2/3 post interview.

    TALENT ASSESSMENT

    • Candidate shortlisting and screening

    • Screening calls

    • Advanced candidate assessment (choice of Enneagram or case study for top 2 candidates)

    ONBOARDING SUCCESS

    • Onboarding design workshop

    • 4 weeks of onboarding mentoring (weekly check-ins)

    • Welcome pack for your new hire

  • 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:

  1. Leading with Vulnerability: Opening up to create genuine connections

  2. Establishing Values Alignment: Ensuring your co-pilot shares your core principles

  3. Practicing Mindfulness: Tuning into the subtle cues that reveal true compatibility

  4. 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:

100%

matched candidates still in in their role:

80%

 Questions?

  • 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.

  • 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.

  • Nope! I leave that one to the lawyers and accountants.

    I recommend Found Legal if you'd like to source a detailed template.

  • 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

  • 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.

  • 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.

  • 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.

  • 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!

  • This will depend on which add-ons you choose to utilise.

    Allow 1.5 -4 hours per week.

    • LinkedIn & LinkedIn Groups

    • SEEK

    • My networks in thought leadership

    • Referrals from existing business managers

    • My networks on Facebook & Instagram

    • Your networks

  • 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.
— Susan Cain

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

Download the Guide

what clients say

“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.”

“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. Honestly, having Katee in your corner is worth every cent.”

"When Katee identified what I needed from my support person. 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"

Katee helped me discover what was important to me. And how getting support could amplify that. It was a big moment for me!”

clients I’ve worked with:

touch base

I’d love to hear about what you’re looking to optimise in your practice or business. Look forward to meeting you on a call, or drop me any email;

katee@kateegray.com