In today’s hiring landscape, the rules have changed — and advisors can no longer afford to treat recruitment like a side task.
That was the central theme of a dynamic conversation on The Perfect RIA podcast between host Matthew Jarvis and Julie Gilles, Director of Talent at BELAY.
With over 1,800 active Assistants in the field and thousands of applications each month, Julie and her team are on the front lines of finding, screening, and placing exceptional talent.
But in a post-AI world, even that’s not as straightforward as it used to be.
AI Is Changing the Game — And Not Always for the Better
Thanks to generative tools like ChatGPT, Julie explains, candidates can now submit perfectly worded résumés, pass assessments, and even ace interviews with the help of real-time prompts.
“It’s made hiring harder, not easier,” she says. “You’re not just evaluating skills anymore — you’re trying to detect authenticity in a world where AI can fake almost anything.”
That’s why BELAY has doubled down on rigorous human-led screening and invested in ongoing training for their recruitment team.
“Technology can help you, but if you don’t know what to look for, it becomes a liability,” Julie warns.
Screening for More Than Skill: Grit, Service, and Fit
At BELAY, hiring isn’t just about skills — it’s about service mindset and long-term fit.
“We ask questions like: ‘Tell me a time you showed grit. What does exceptional service look like to you?’” Julie says. “That tells us how they’ll show up when things get hard.”
Their process also includes behavioral and cognitive assessments to evaluate how quickly a candidate can learn and adapt.
“It’s not just who’s done the job longest,” Julie notes. “It’s who can grow into what’s next.”
Why Trust Is a Security Issue
As Matthew points out, most advisors don’t have the luxury of absorbing a hiring mistake. “If someone on my small team isn’t the right fit, everyone feels it — and fast,” he says.
Julie agrees — and takes it further: poor hiring isn’t just a productivity risk, it’s a security risk.
“You're giving this person access to client data, financial systems, and passwords. If you don’t know who they are — or if they’re even real — you could be handing the keys to the kingdom to a bot.”
That’s why BELAY’s verification process and U.S.-based talent pool are non-negotiables.
You Don’t Need Perfect Systems. Just the Right First Step.
One major barrier advisors face is the feeling that they need to have all their systems, SOPs, and checklists in place before hiring a VA. Julie’s advice: stop waiting.
“You don't need it all figured out first. Just get help, then build as you go,” she says.
She recommends recording Loom videos for repeatable tasks and keeping things simple, like using one spreadsheet as a home base.
Even better? Let your VA build and refine the processes as they work.
“Your assistant can make it prettier later,” Julie laughs.
Assistants Aren’t Watching You Take Time Off. They’re Helping You Earn It.
A standout moment in the conversation came when Matthew confessed to some “head trash” about being away from the office — worried what his assistant might think if he took extended vacations.
Julie reframed the mindset beautifully.
“There’s nothing more empowering on the other side than a client who can step away,” she says. “That’s what great EAs live for: Giving you the freedom to lead.”
Final Thoughts: You’ll Never Be Ready, So Start Anyway
Whether you’re hiring your first assistant or replacing a longtime one, Julie’s advice is the same: start now. Start with the tasks you hate. Start before you feel ready.
Because with the right partner in place — like BELAY — you’re not just filling a seat. You’re building an extension of yourself, one that frees you up to lead with clarity, confidence, and calm.
🎧 Listen to the full episode of The Perfect RIA wherever you get your podcasts.