Right Role Right Level Template
Use this before writing the job description to make sure you're hiring for the right role at the right level.
From the Helia Library — based on "The Right Role at the Right Level"
When would I use this?
You're about to start a hiring process and want to get clear on what you actually need
You keep hiring at the wrong level (too senior or too junior)
Your last hire didn't work out and you want to avoid making the same mistake
Everyone on your team has a different opinion about what level to hire
Step 1: Start with the Four Magic Questions
Answer these honestly before thinking about titles or levels:
What keeps happening that shouldn't?
Urgent fires to put out, recurring problems
[Your answer:]
What's not happening that should?
Gaps in capacity or capability
[Your answer:]
What's working but feels fragile?
Dependencies on specific people
[Your answer:]
Where do we want to be in 1-3 years?
Growth trajectory and future needs
[Your answer:]
Step 2: Match Decision-Making Authority
Gut-Check: Which sounds like what you need?
☐ A) "I need someone to execute tasks with clear direction from me." → You're probably looking at Coordinator/Associate level
☐ B) "I need someone to own a function and make day-to-day decisions, but I'll still be involved in bigger calls." → You're probably looking at Manager level
☐ C) "I need someone to run this area independently — I want to hand it off and trust them to figure it out." → You're probably looking at Director level
STEP 3: Be Realistic About What Support You Can Provide
What can YOU actually provide?
Your Answer
A lot / Some / Very little
Detailed / General / Minimal
Yes / No / Depends
Question
How much time do you have for training and oversight?
How much direction can you give day-to-day?
Are you ready to let them make decisions you might disagree with?
Reality Check: Match Support to Level
If you're hiring at Coordinator level:
They need: Clear direction, training, and regular oversight
You must provide: Time to train, detailed guidance, frequent check-ins
Red flag: You don't have time to provide this level of support
If you're hiring at Manager level:
They need: Context, connections, and some autonomy
You must provide: Regular guidance, strategic direction, organizational context
Red flag: You want them to make all decisions independently
If you're hiring at Director level:
They need: Authority, information, and trust
You must provide: Strategic partnership, organizational knowledge, decision-making latitude
Red flag: You plan to approve all their decisions
Warning Signs You Might be Making the Wrong Choice
🚩 You might be hiring TOO JUNIOR if:
☐ You're hoping they'll "grow into" responsibilities you need covered NOW
☐ You're planning to give them decision-making authority but hiring at coordinator level to save money
☐ You find yourself thinking "they can figure it out" for complex work
☐ The role requires building something new, not executing something established
🚩 You might be hiring TOO SENIOR if:
☐ You're not actually ready to give them the authority that comes with the title
☐ Most of the day-to-day work is execution, not strategy
☐ You're hiring a Director but planning to approve all their decisions
☐ The real need is for hands-on work, but you want to signal importance
Define Success: What Does This Look Like in One Year?
If this person succeeds wildly, what would be different in one year?
[Your answer:]
What specifically would they have accomplished?
[Your answer:]
What would YOU no longer be doing?
[Your answer:]
Level Decision Matrix
Based on your answers above, which level makes the most sense?
Coordinator/Associate Level
Choose this if:
Work is mostly execution with clear direction
You have time to train and provide regular oversight
Decisions are limited in scope
Typical salary: $45-75K
Manager Level
Choose this if:
They'll own day-to-day decisions in their area
You can provide context and guidance but not constant direction
They need to coordinate across teams but won't set organizational strategy
Typical salary: $65-100K
Director Level
Choose this if:
You're ready to hand off entire function/area
They'll make strategic decisions independently
They'll represent the organization externally
They may manage other managers
Typical salary: $85-140K
My decision: We need a _________________ level role.
Budget Reality Check
What's your budget for this role? $__________
Does your budget match the level you identified? ☐ Yes — we can hire at the right level ☐ No — we need to either:
Increase budget
Adjust expectations about what this person will do
Reconsider whether we should hire at all right now
Hire at a different level and adjust our timeline/expectations
If there's a mismatch, what's your plan?
[Your answer:]
Final Check: Are You Ready?
Before writing the job description, honestly answer:
☐ I'm clear on what success looks like in this role
☐ I know what level of decision-making authority I'm actually willing to give
☐ I can realistically provide the support this level of hire needs
☐ The budget matches the level I've identified
☐ I've thought through what this person will do day-to-day (not just the vision)
☐ I know why someone would want THIS job (not just any job)
If you checked all the boxes: You're ready to write the job description.
If you didn't: That's okay — sit with the questions you couldn't answer. Those gaps are where hiring goes sideways.
Next Steps
Ready to move forward? → Use the Common Roles Reference Guide to see typical responsibilities and salary ranges for your chosen level → Check out Finding Your People to identify who actually thrives in your culture → Read the full article: The Right Role at the Right Level
Still not sure? → Book 30 minutes with Sophia Zisook to talk through what level makes sense for your specific situation → Email sophia@negotiatewithsophia.com with "Helia Connection" in the subject line
How to Use This with AI
Want help thinking through your answers? Upload this completed template to Claude or ChatGPT and say:
*"I've filled out Helia's Right Role Right Level Template. Based on my answers, help me:
Identify if there are any contradictions in what I'm saying I need vs. what I can support
Flag if my expectations don't match the level I'm considering
Suggest what questions I should be asking in interviews to screen for this specific role"*
Pro tip: Be honest in your answers. AI can spot when your stated needs don't match your actual capacity — and that's exactly where mis-hires happen.
This template pairs with "The Right Role at the Right Level" — read the full article for the stories and framework behind these questions. As always, take what's helpful and make it your own.
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