Executive Assistant Risk Management

Joseen Gates-Carreon

Chicago, IL, *****

******.*******@*****.***

Summary:

I am a team oriented, innovative, hardworking Executive Assistant who provides a full range of administrative support to C-Suite. In my role I manage access to the executive, maintain and modify the executive's schedule, and ensure the executive is made aware of issues that need immediate attention.

I provide a provide a broad range of highly skilled and highly confidential administrative support to the executive, additional team members, and other visiting executives if needed.

I have sound time management and prioritization skills and a growth mindset along with a track record of building interpersonal relationships with employees at all levels of the organization while upholding a high level of confidentiality and discretion.

IOver 20 years of experience in executive assistance, risk management, project coordination, tax & insurance analysis and executive support.

Skilled in evaluating documentation, identifying risk, and ensuring compliance with regulations.

Adept at reviewing contracts, coordinating renewals, and providing strategic advice on risk management.

Strong background in coordinating large-scale projects, including onsite investigation teams, U/C work, tax planning, insurance and risk management processes, and process improvement initiatives.

Adept at navigation of complex compliance landscapes, including KYC, AML, Risk Management regulatory guidelines.

Client and Compliance Focused: Maintained strong client relationships and stayed current with tax and other law changes to ensure compliance and deliver effective solutions.

Proficient in Teams, ServiceNow, Outlook, Concur, SAP / Ariba System, and knowledge of Procurement systems.

Skills:

Legal quality Proof reading

Insurance policy evaluation and management

Contract review and compliance.

Client relationship management

Account opening, closing procedures.

Account profile assessment & monitoring.

Banking transmittal records

Risk management strategies.

KYC (Know Your Customer) and AML compliance.

Financial regulations and auditing

Process improvement and project management.

Budget management and financial forecasting

Data analysis and reporting

Teams, ServiceNow, Outlook, Word, Excel, Concur

SAP/Ariba, Workday

Background checks (TLO, Accurint, PACER, Westlaw, Lexis Nexis)

Compliance and regulatory documentation

Tax planning and strategy development.

Risk assessment and insurance budgeting.

Tax resolution representation (IRS Enrolled Agent)

Education:

UK Equivalent of a US bachelor’s in business administration. Tax Expert, Paralegal, Financial advisor.

Professional Experience:

INTUIT – Executive Assistant Chicago Jan 1999- April 2024

Senior Tax Project Analyst, IRS Enrolled Agent, Sales Consultant

Training and mentoring all new hires on client service, from Tax Analyst to Office Team Leads. Seasonal Role every year unless f/t employed elsewhere. Career and talent development, Sourcing, interviewing, coaching. 26 years of client service and sales.

Federal Reserve Bank Chicago, IL Nov 2022 – Aug 2023

Executive Assistant

Function as a main point of contact for Dept, Gatekeeper to head of Finance, his AVPS.

Schedule and coordinate meetings on behalf of the Executive Director and executive staff.

Clerical and administrative tasks include drafting letters, memos, invoices, reports, and other documents for the Executive Director and other assigned staff as needed.

Coordinate agenda materials and facilitate cross-divisional coordination and meeting scheduling.

Managed several complex calendars, meetings, appointments, travel and accommodation for the Executive Director and other assigned staff as needed.

Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day to day engagements.

Maintains internal processes that support the Executive Director and team by coordinating internal and external resources to expedite workflows.

Attending meetings, takes notes of discussion; prepares initial draft minutes, summaries, organizes draft follow-up materials, communicates, and schedules follow-ups, as necessary.

Drafts, reviews, and sends communications on behalf of the Executive Director.

Maintains records, documents, and agendas for the Executive Director’s meetings, steering committees, commissions, and other priority initiatives.

Keeping track of confidential documents and maintaining files for the leadership team.

Conducting research and drafting documents in response to sensitive or atypical inquiries.

Monitoring the status of special projects and providing status reports to my direct manager. Use of Teams, ServiceNow, Outlook, Concur, SAP / Ariba System, and knowledge of Procurement systems.

As Department Support:

Coordinates Finance Onboarding new hire process ensures all equipment is ordered, IT set per the role, uses Workday, creates, personnel files, and schedules orientations.

Completes employee employment verification forms and required documentation.

Track system issues, run monthly Status Reports, and send monthly time submission ticket e-mail reminders.

Notifies employees of leave eligibility, and research, and answers all inquiries from staff.

Provides broad support and backup for all departments, continuing education compliance and training programs.

Handling and responding to sensitive correspondence regarding policies, procedures, issues, and other matters involving the department.

Pfes.com/Berkshire Hathaway - Project Coordinator Jan 2022 – Oct 2022

Document Image Analysis Project – Gas and Oil Industry Confidential Digital Image Analysis on a contract basis.

Chicagoland Detective Services Executive Assistant Sep 2019 - Dec 2021

Other duties -Investigator – Use databases to conduct thorough background checks, have used TLO, Accurint, PACER, Westlaw, Lexis Nexis and EDGAR, Factiva, Lexis (news), Google Reverse Image, and social media (Facebook, Instagram, Twitter, LinkedIn, YouTube, etc.) to create full and detailed reports for clients.

Also - Executive Assistant to CEO - functions as right hand, planning and directing all business processes, managing, and responding to all company emails, quotes on cases, signing of contracts, and assignment of cases. Responsible for management of all staff activities, case management, and payroll.

Created and managed LinkedIn, Google, and Yelp profiles for the owner of the business, posted updates, and articles, built a network of four thousand contacts in industries that work with private investigations business in 4 months, promoted CDS business services, leading to a five-fold increase in business so far. In 3 months, 770,000 Google hits.

Contact tracing for Individuals, missing persons, and children, persons not wishing to be found, Investigative background checks and surveillance for insurance claims, in-depth social media research, pre-investment research projects, corruption investigations, post-conviction investigations, and witness interviews.

Built a team of investigators very quickly for a large contract job; sourced resumes, interviewed, and hired candidates to undertake large-scale surveillance jobs in advance of and post federal lawsuits.

Round-the-clock management of surveillance team, proof investigator reports for the client, proof pay sheets and expenses. Managed all the business finances.

Case load involved wrongful death investigations, Infidelity, Background checks, reference checks, witness statements Scene photography. Fraud cases, sexual harassment, and stalking cases.

Managed firearms school tripled the number of bookings for an essential business during the COVID-19 lockdown, and again sourced instructors to cover the increase in business. Created and sold specialized packages of training.

Executive Assistant

Longview Technology Solutions, - Chicago, IL April 2017 – May 2018

Executive Assistant

Function as a gatekeeper to the Director, liaison for all reports, filtering calls to maximize the executive’s time.

Coordinate confidential and sensitive global travel arrangements with discretion and sound judgment.

Heavy PowerPoint work, creating presentations from scratch or using VA/Homeland templates as requested, for internal and external meetings. Create reports in Excel, Clarity, and other software as required.

Assist with onboarding and relocations, corporate and permanent housing needs.

Project Coordinator /EA to Acting Director, Enterprise Command Operations, the Veterans Healthcare Administration. Service Now Rollout. Ran project coordination and meeting management through the rollout of an Enterprise-wide update of the VA Healthcare system, interacting with teams for Service Now integration with current systems in place.

Assist with the rollout and tracking of new, enterprise-wide staff initiatives and training, create presentation materials, and plan physical and remote training events.

Attended meetings, prepared minutes, actions list, and project plans for all Disaster recovery, 3 Hurricanes, Event management, and System monitoring meetings, followed up, and consulted with Homeland Security and other agencies.

Compliance Analyst

Swoon Staffing – Contractor at BMO Harris Bank - Chicago, IL Nov 2014 - Oct 2016

Compliance Analyst KYC, AML- team Assistant- Calendar management, meeting schedules, travel arrangements, expense reports.

Conducted Fraud Monitoring and ensured adequate Know Your Customer (KYC) review was conducted on clients being onboarded.

Shapiro Raj – Special project – Chicago, IL May 2016 - June 2016

HNW Executive Recruiter - Specific HNW Recruiting project. SAP Fieldglass, and Beeline usage.

Executive Risk Management Assistant

BMO Harris Bank – Chicago IL Nov 2014 – Oct 2015

EA to SVP Capital Adequacy Analysis, (Mark White) Directors and their direct reports, Volker SVP team.

Intense immediate turnaround - five executives, calendar management of up to 360 meetings and conference calls per week, involving internal and external guests, documentation, and meeting room arrangements.

Complete Know Your Customer (KYC) and Anti-Money Laundering (AML) surveys, excellent Communication KYC Standards Adherence, Time Management, and Risk Management.

Familiarity with AML protocols, Strict Compliance Awareness, GRC Programs, and Industry Awareness

Auditing various requests for quality assurance purposes with adherence to KYC/AML protocols.

Working on projects for Mortgage Risk, FDIC, Military Lending Act, Heightened Standards plus confidential bank projects.

Insurance Underwriter / Executive Assistant

Freddie Mac, Chicago, IL Multifamily Housing Development and Funding Mar 2011 – Dec 2013

Supported the Regional Managing Director, VP of Underwriting, and their teams.

True Gatekeeper role, C-suite administrative/personal support, manage matters of discretion, confidentiality, and security.

Contact this candidate