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Administrative Assistant Executive

Germantown, Maryland, United States
December 03, 2018

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Wenny Baisa 240-***-**** Clarksburg, MD


Mrs. Baisa has many years of experience working in the administrative field as well as working as a Social Secretary for the Singapore Embassy. She has demonstrated the ability to handle multiple positions at RSM and plays a pivotal role on a large, fast paced communications team at Cystic Fibrosis Foundation. She was the “right hand’ to Sr. VP & Directors of Communications, she coordinated and facilitate daily activities for the department to run smoothly & efficiently. Furthermore, during her time at the Singapore Embassy, Mrs. Baisa coordinated many diplomatic events for the Singapore Embassy as’ well as the ambassador residence. Mrs. Baisa has a Bachelor of Science degree in International Business. EXPERIENCE

Cystic Fibrosis Foundation

Executive Assistant July 9,2018-Oct 19, 2018

o Maintaining the calendar and daily schedule for Sr. VP & Sr. Director of Communications; o Coordinate and set up departmental projects. Maintain project records and files; o Monitor and Managed the Communications Event inbox and calendar (team calendar that notes staff whereabouts & events that affect the whole team, including holidays); o Set up meetings and conference calls;

o Attending Communications team meetings, writing and distributing minutes; o Scheduling all staffing meetings (reserving conference rooms, coordinating and setting up meetings, catering food if needed, etc.);

o Preparing Excel documents and PowerPoint presentations for meetings and new hire; o Managed the Onboarding process for new hire. Making sure that new hires get adjusted to the social and performance aspects of their job quickly and smoothly; o Prepare agenda, materials, and taking minutes for Priorities meeting (senior leadership weekly meeting);

o Coordinate recurring staff meetings, and external meetings with outside vendors; o Coordinate travel arrangements;

o Respond to inquiries from chapters, other CFF departments, and the public; o Drafting emails, notes, memos and other documents; o Ordering department supplies/serving as office manager (with support of a coordinator); and o Other special projects, as assigned.


Sr. Tax Administrative Assistant March 2014- April 30, 2018 o Update Partners Outlook calendar and Contacts daily; o Managed the tax tracking system program. Send weekly due date report to the office during tax season;

o Cleaned up the due date report to ensure the accuracy of client listings for accountant to use during tax season;

o Setup new clients using Client Central software utilized to identify new clients that joined the firm; Became the lead and presented training for staff requiring assistance with using the software properly; o Organized and manage Partners calendars to prevent overbooking of appointments and meetings; o Coordinated travel arrangements using Concur to book fights, reserved car rentals, hotels and other transportation request;

o Correspond to clients request daily via email and phone. Scheduling appointments, coordinate meetings/conference call, assisting urgent queries and other tax related matters; o Coordinated lunch and learn for Private Client Services team meetings including conference room reservation, booked video conference (VC), collected forms for CPE credits, prepared presentation, and catered lunch meeting;

Wenny Baisa 240-***-**** Clarksburg, MD o Document meeting minutes to provide structure and help drive a plan of action for Partners and staff to execute their goals;

o Prepare Tax Arrangement letters and Statement of work (SOW) using Alt Tools program; o Provide tax return information to clientele utilizing Secure File Transfer Protocol (SFTP); o Reserved conference rooms for employees and guests using Agilquest and Outlook calendar; o Assist partners with their expense report using RTE (Remote Time and Expenses). In charge of collecting receipts and save receipt in RTE using variety of charge codes to explain the purpose of the expense;

o Assembled marketing materials for Partner meetings; o Assisted Tax Partners with managing Salesforce. Used CRM (Customer Relationship Management) software to enter standard objects into Salesforce and manage partner’s growth pipeline. o Tasked with providing office and building access to new employees using Secure Secom Software. Coordinated with building manager to obtain new hire access to the building and amenities; o Monitored and managed all the supplies in the office such as kitchen, mailing, marketing and office supplies;

o Worked with Marriott building engineer to maintain and resolve any issues pertaining to the office (i.e. lighting, HVAC, trash);

o Scanned high volume of client tax workpapers using CCH ProSystem FX Scan to be saved in File site

(Used 1040 and autoflow scan);

o Coordinated for management of dinners and weekend lunches for over 50 employees during tax busy season;

o Bind multiple projects for Partners and Principal for their meetings, such as marketing and financial reports;

o Used Pro System and DOTT software to activate client work (tax return types, such as 1040, Gift tax and Corporate, etc.) and obtained copies of client final/draft tax return information; o Utilized UPS CampusShip and Omega Courier services system to ship tax returns to clients and businesses in a timely manner. Sent high volume of urgent packages daily during tax season; o Used the Neopost machine to certify mail, enter due date in tax tracker to update report and properly make copies to be saved in File site;

o Tax return assembly support when needed (assembled client copy tax return); o Took the lead of handling New Hire Day 2 Orientation for local office (New staff set up); o Presented Power Point Introduction to new employee explaining overview of the firm, local office procedures, IT/phone set up, parking and fitness facility access; o Involved in the planning of company’s outing and social events; and o Worked at the front desk when necessary to greet visitors/client and control deliveries, tracking of incoming and outgoing packages.

Embassy of the Republic of Singapore, Washington DC October 2008-March 2014 Social Secretary

o Calendar management for the Ambassador’s spouse; o Reviewed and screened applications for Singapore visa issuance; Singapore passport renewal, Singapore Citizenship, Singapore Permanent Residence, and renewal of Singapore Re-entry permit;

o Worked with Second Secretary (Admin & Consular) to issue urgent visas for applicants; o Generated letters to Singapore Immigration & Checkpoints Authority (ICA) for the submission of Singapore level 2 visa applications;

o Make necessary transport arrangements for executive member of the Embassy for official functions; o Provide information for general inquiries and assist on consular matters; o Coordinated events/functions hosted by Ambassador or the Embassy; o Prepared and send invitations to guest (Singaporeans and diplomatic leaders and spouses). Track and monitor guest responses and update guest charts;

Wenny Baisa 240-***-**** Clarksburg, MD o Worked closely with food caterers and rental companies in the logistics of events; o Managed supplies at the Singapore Embassy. Ensured that supplies are sufficient for every function; o Prepared approval of requirements, expense report and payment requests for events handled; o Respond to Singaporean and tourist email queries. Managed the Embassy general and consular emails;

o Managed cash flow in regards to collecting cash and check payments from visa and passport issuance for deposit;

o Screen all incoming calls, record daily number of calls, and channel the calls to the respective staff member; and

o Manage and organize email inboxes of Embassy general email and Consular email. Education May 2008

o B.S. – University of Baltimore – International Business

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