Executive Assistant to C-Suite Leaders

Joseen Gates-Carreon

Chicago IL

******.*******@*****.*** 312-***-****

Summary:

• International Personal/Executive Assistant - trusted Right Hand - provided executive-level assistance to C-suite and senior leadership, CEO, SVP, VP, Director, Board, Key Stakeholders, and Owners across various industries.

• Experience managing complex calendars, coordinating meetings, international travel arrangements, and complete event planning.

• An experienced EA, Joseen exudes professionalism and maturity. Able to adapt quickly to new environments and projects, she is adaptable, an adaptive person, and happy to take the initiative with enthusiasm and energy.

• Originally trained as a paralegal, and work as a financial advisor and tax planner she has a wide range of background knowledge in finance, asset management, the big business picture, superlative business interaction, creating trust, servicing clients, referral business, and building pipelines.

• Streamlined scheduling for executives with high-volume meeting management, including town halls, conferences, and appointments with internal and external stakeholders.

• Expenses and invoice processing using tools like Concur, SAP/Ariba, and ServiceNow, ensuring compliance with company policies and financial protocols.

• Supported onboarding, domestic and international employee relocations, and project coordination, cross- functional collaboration with HR and IT to facilitate seamless transitions for new hires and department staff.

• International Experience, educated in the UK, resident in Chicago for 20 years, work in multiple time zones, travel arrangements, languages. Former IRS Enrolled Agent, USA and Former Financial Advisor, England.

• Ensured adherence to compliance standards including Anti-Money Laundering (AML), Know Your Customer

(KYC), and various federal regulations, with experience in asset management, real estate, document handling, and confidential recordkeeping.

Skills

• Remote and Person Executive Assistance, C-Suite, Business Operations, Sales. Training, Mentoring, Career Development. Research, Security, and Intelligence work.

• I am experienced and knowledgeable and work with a highly professional level of interpersonal diplomacy. I am trained in physical and other security methods, confidential information handling, and matters of privacy.

• Operations streamlining, Office and Space Management, and Policy Development. Project management and coordination, Goal Tracking. SaaS industry experience, Travel Visa Documentation. Sourcing, Interviewing, HR/staff relocations, On and Off boarding processes.

• Travel Booking, Calendar, MS Office, Concur, Google Suite, Zoom, Slack, Morale/Event planning. Onboarding, Team Layoffs.

Education:

• Wirral Metropolitan College England UK Equivalent of a US bachelor’s in business administration.

• Current IRS Enrolled Agent 2000-2029

UK – former Financial Advisor, Paralegal (2004)

CISSP, ITIL and PMP courses graduate 2026

Professional Experience:

INTUIT Executive Concierge Jan 2024 – present

• Calendar management, meeting planning, email management, travel planning, expenses.

• Executive technical product support. Offer expert tax advice and support to clients on a range of issues, including complex deductions, credits, and regulatory changes.

• Successfully managed intricate tax cases, including audits and appeals, ensuring compliance and favorable outcomes for clients.

• Created customized tax planning strategies for high-net-worth individuals and small businesses to optimize their tax positions and minimize liabilities.

• Trained and mentored junior tax analysts and staff on tax regulations, procedures, and best practices to enhance team performance and knowledge.

Federal Reserve Bank Chicago, IL Nov 2022 – Aug 2023 Executive Assistant

For the Executive Team:

• Schedule and coordinate meetings, event planning, and travel on behalf of the Executive Director and his team.

• Clerical and administrative tasks include meeting minutes, drafting letters, memos, invoices, reports, and other documents for the 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 judgments 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, taking notes of discussion; preparing meeting minutes, and summaries, organizing draft follow-up materials, communicating, and scheduling follow-ups, as necessary.

• 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.

• Conduct research and draft 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.

• 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.

• Project coordination and data analysis for mandated process improvement.

• Point person for new hires, onboarding, office space issues, and tech issues, to maintain staff productivity.

• Process-oriented to learn new organization, assist all new hires, continuous learning, and improvement.

• Appointed secretary to the Bank’s CAN organization - Chicago Analytics Network – assist with project management of events related to bank-wide tech training, and events.

• Monitored compliance with state and federal laws and regulations including the Bank Secrecy Act, USA Patriot Act, Anti-money laundering Laws, and OFAC.

• Use of Teams, ServiceNow, Outlook, Concur, SAP/Ariba System, and knowledge of Procurement systems. Pfes.com/Berkshire Hathaway - Gas and Oil Industry. Chicago, IL Jan 2022 – Oct 2022 Sr Document Control Specialist

• Perform daily quality audits on records being uploaded to FileNet ranging from the year 1872-2015, cross- referencing the PDF record with SkyView, Fusion, and other geological mapping software.

• Working together with the project controls team I maintain that all records and data meet current day ISO/AS regulations.

• Once daily audits are complete, I then work with both the project construction engineer and mapping teams indexing the record to FileNet.

• Also working with Sr Software Engineer II in charge of this project with organizing and implementing a new Quality Assurance guideline for the primary Midwest Energy company.

• Perform daily quality assurance checks on Natural Gas jobs site documentation ranging from 2016-2021.

• Some documents need to be reviewed by the project engineer. To make things simple and quick I developed a live SharePoint page for us all to use.

• Perform daily maintenance and alteration checks to track all progress made.

• Independent remote consultant working on the PFES’ Project Controls Power BI team to complete a massive records analysis and integrity management on all historical project jobs ranging from the years 1886-2021 for Berkshire MidAmerican Energy.

Chicagoland Detective Services, Standard Force Training Academy Sep 2019 - Dec 2021 Executive Assistant

• Executive Assistant to CEO - function as right hand, planning and directing all business processes, including marketing, and legal issues. 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.

• Trainer, Mentor, Firearms Safety Instructor/Teacher. Investigator, Process Server - 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.

• Created and managed all Media advertising; 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 businesses in 4 months, promoted CDS business services, leading to a five-fold increase in business so far. In 3 months, 770,000 Google hits.

• Effected Service of Process - managed own caseload of investigative cases, built a network of contacts in private investigator-only networks and resources and Chicago court systems.

• Contact tracing for Individuals, reported 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 and trained all new hires, 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.

Longview Technology Solutions, for the VA, 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.

BMO Harris Bank - Chicago, IL Nov 2014 - Oct 2016

Executive Assistant – Asset Management, Volker, CCAR.

• Executive Assistant to the team – 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.

• EA to SVP Capital Adequacy and 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.

Previous Experience:

• Chicago Association of Realtors, Ethics and Arbitration Administrator

• Invesco Property Management – Condo property manager.

• Northwestern Memorial Hospital – Contract Executive Support.

• Click Commerce – Sr. EA to CEO, SaaS company, worked through merger with ITW.

• Charter One Bank – Sr. EA to CEO for Midwest USA.

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