Governance is important and critical for most larger organisations. It guides and protects you to always act in the best interest of the business, and it can also improve its performance. Virteffic can assist you to raise the profile of governance and the key roles of your Directors and the Company Secretary. Our services include:
- draft, review, and/or update the governance framework and/or governance calendar;
- draft, review, and/or update the agenda, notices, minutes and other template documents;
- presentations or reports about governance, roles of directors and secretary, duties of directors etc;
- drafting terms of reference for your committees;
- assist with minutes and meeting support; and
- assist to address governance-related issues.
Minutes, Meetings and Board Support
Virteffic has a team with qualified chartered secretaries and experienced individuals who can help with all aspects relating to meetings. We have extensive corporate and fund secretarial experience and routinely prepare the minutes for board meetings, committee meetings, shareholder meetings, trustee meetings, HR matters, and so on. We will always prepare the minutes efficiently, professionally, and promptly, and with the utmost confidentiality. The services offered by Virteffic include:
- attend meetings and assist your company secretary1 with drafting the minutes;
- prepare minutes from recordings;
- preparing notices and agendas;
- co-ordinate the meetings;
- assist the Company Secretary in planning and maintaining the annual Board and Committee meetings calendars;
- collating and distributing papers for the Board or Committee meetings; and
- summarise and circulate action points in accordance with an agreed timeline.
1 Virteffic will not accept an appointment as the Company Secretary as Virteffic does not provide any regulated services, or activities which would require us to be a “registered person” under and as defined in the Financial Services (Jersey) 1998, as amended.
We can assist to prepare the minutes for most meetings including (but not limited to) board meetings, committee meetings, shareholder meetings and trustee meetings.
Instant access to top talent
We have a pool of qualified, talented individuals with hard-to-find skills.
The fees for attending meetings and preparing minutes include the following options:
Flexible: No need to commit – simply “pay-as-you-go” on our standard hourly rate. You can request support from our team as and when you require assistance. An invoice is raised on the 1st of each month for the work carried out the previous month. We are transparent with our fees, so a detailed timesheet is provided with our invoices.
Fixed: We will guarantee that we have the capacity to provide the requested services. The fixed fee gives you a discount compared to the flexible option. Any additional hours worked that month will be charged at the standard hourly rate if you need further support. The fixed fee is charged quarterly in advance, and any extra hours are invoiced on the 1st of each month for the work carried out the previous month.
Block: Some of our clients require assistance with various day-to-day admin tasks and therefore purchase a block of hours at a discounted rate rather than a fixed fee for meetings only. A detailed time sheet is provided on the 1st of each month for the work carried out and the balance remaining. These fees are payable in advance, with a discount as follows:
- 10% discount for 500 hours (which is approx. equivalent to 40h/week for 3 months, or 20h/week for 6 months); or
- 20% discount for 1,000 hours (which is approx. equivalent to 40h/week for 6 months or 20h/week for 12 months)
The full terms and conditions will be provided with our fee proposal and subsequently confirmed in the service agreement.
How does it work?
Virteffic will simply raise an invoice based on the agreed fee once the services have been performed, or raise monthly invoices for longer engagements. As a virtual assistant is not an employee, there will be no additional charges that would be payable if you hired an administrator, secretarial officer or personal assistant. Virteffic is transparent with its pricing and fees, and a detailed timesheet is always provided with the invoice.
It all starts with a call or a meeting for a free consultation. Virteffic take time to get to know you and the demands of your business so that we can find a solution to provide the support you need to do what you do best. After our consultation, Virteffic will summarise what we discussed and provide a detailed proposal of what services Virteffic will be able to offer together with fee estimate for your consideration. Once agreed, we will provide our service agreement (or use yours if preferred). At your discretion, we can also enter into a Non-Disclosure Agreement.
We will always prepare the minutes efficiently, professionally, and promptly, and with the utmost confidentiality.
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Virteffic Limited (“Virteffic“) is not regulated or licensed under the Financial Services (Jersey) Law 1998, as amended (the “Financial Services Law“). Accordingly, Virteffic does not provide any regulated services and does not carry on any regulated activities which would require us to be a “registered person” under and defined in the Financial Services Law. Where it is necessary for such a regulated activity is to be carried out, you will be required to use the services of a firm that is registered under the Financial Services Law, to provide such services. Virteffic may provide certain secretarial support and administration services as a virtual assistant, however, the services are of an administrative nature only and your appointed company secretary and/or the directors of your company have full responsibility to ensure the accuracy of the work that Virteffic does for you, to have the final sign-off and to check the work before it is released, published and/or executed.