Common Roles Reference Guide
A reference table breaking down common roles across five functions (ops, development, sales, program, product) — with quick descriptions, sample responsibilities, what they WON'T do, and salary ranges.
Use this to gut-check whether you're thinking about the right level before you start recruiting.
From the Helia Library
When would I use this?
You're not sure if you need a "manager" or a "director" — this guide shows the actual differences in responsibilities and decision-making authority, so you can match what you need to the right level.
You're writing a job description and want to make sure the title matches the work — nothing worse than hiring a "Director" who's actually doing Associate-level tasks (or vice versa). This helps you calibrate.
How do I make it mine?
Upload this guide plus your draft job description to Claude or ChatGPT and say:
"I'm trying to figure out the right level for a role I'm hiring. Using Helia's Common Roles Reference Guide, interview me about what this person will actually DO day-to-day, what decisions they'll make independently, and who they'll manage. Ask me one question at a time, then tell me which level seems like the best fit — and flag if my expectations don't match."
Want to go deeper? Add:
Your current org chart
The job description you're working from
A voice memo where you talk through what you're hoping this person will take off your plate. Examples:
"I keep saying I need a Chief of Staff but honestly I think I just need someone to manage my calendar and coordinate projects — maybe that's actually an EA?"
"We posted for a Program Manager but everyone applying feels too junior — maybe we actually need a Director?"
The Guide
Operations + Executive Support
Development + Fundraising
Program Roles
Sales
Product Roles
A Note on Salary Ranges
These are national averages for the social sector as of 2024 — starting points for your planning!
Adjustments to consider:
Location: Major cities (NYC, SF) = 20-40% higher; rural areas = 10-20% lower
Org size: Under $2M budget often 10-15% lower; over $10M can be 15-30% higher
Other factors: Growth stage, funding model, benefits package
Remember: The right person at the right level is worth the investment.
Take what's helpful
This guide covers five functions — if yours isn't here, the pattern still applies: look at decision-making authority, complexity of problems, and management responsibility to determine level.
Take what's helpful, leave what's not, and make it your own!
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