At Virteffic, our team of qualified chartered secretaries and experienced individuals excels in providing comprehensive support for all aspects relating to meetings. With extensive corporate, fund, and regulatory secretarial experience, we routinely prepare meticulous minutes for various meetings, including board meetings, committee meetings, shareholder meetings, trustee meetings, and HR matters.

Whether attending meetings in person, by telephone, or via video call, our flexibility ensures your needs are met. Alternatively, clients can choose the cost-saving option of recording the meeting and sending it to us for efficient minute preparation. We understand the importance of timely delivery and offer three service options tailored to your urgency:

• Standard Service: Receive your minutes within 2 weeks.
• Express Service: Get your minutes within 1 week.
• Fast-Track Service: For urgent situations, we can deliver within 1-3 days, depending on the meeting’s length and our current capacity.

In addition to minute preparation, we offer flexible support solutions, providing temporary resources, interim cover, or long-term assistance.

Virteffic takes pride in offering comprehensive meeting coordination services designed to streamline the planning, coordination, and management of board and committee activities. Our goal is to ensure the smooth operation of these gatherings, aligning them closely with your organisation’s predefined objectives and regulatory requirements.

Our Process and Offerings:

• Preparing Notices and Agendas: Our team meticulously drafts notices and agendas for all types of board and committee meetings. This critical step ensures that every relevant topic and discussion point is included, setting the stage for productive deliberations. Our expertise in understanding the nuances of corporate governance allows us to tailor each agenda to meet your organisational goals and regulatory compliance needs.

• Coordinating Meetings and Booking Facilities: Virteffic handles all logistical aspects of meeting coordination. This includes scheduling meetings at times that accommodate all participants, booking appropriate facilities that match the meeting’s requirements, and liaising with relevant stakeholders. Our meticulous attention to detail ensures that every meeting is executed seamlessly, without logistical hitches.

• Annual Meetings Calendar Management: Our team works closely with the Company Secretary to plan and maintain a comprehensive calendar of annual board and committee meetings. This calendar incorporates key dates, deadlines, and recurring events, facilitating efficient scheduling and planning throughout the year. Our proactive approach ensures that all stakeholders are aware of upcoming commitments well in advance, enabling better preparation and participation.

• Collating and Distributing Meeting Papers: We compile and organise all necessary meeting papers, including reports, presentations, and supporting documents. These are distributed to all attendees in a timely manner, ensuring that each participant is adequately prepared for the discussions ahead. Our systematised distribution process ensures that information is easily accessible, fostering an informed and engaging meeting environment.

• Summarising and Circulating Action Points: Following each meeting, Virteffic prepares concise summaries of the discussions and outlines clear action points. This step is crucial for ensuring clarity and accountability among all participants. These summaries are promptly circulated to relevant stakeholders, serving as a reference for follow-up actions and ensuring that decisions are translated into actionable outcomes

Virteffic’s team of experienced company secretaries offers a broad spectrum of secretarial support services designed to empower organizations by streamlining administrative processes, ensuring regulatory compliance, and upholding best practices in corporate governance. Our goal is to provide reliable and proactive support that complements the work of your Company Secretary1, enhancing the efficiency and effectiveness of your secretarial functions. 

Our Secretarial Support Services include:

• Minutes Preparation: Our experts meticulously prepare and deliver accurate meeting minutes and action items, adhering to specified deadlines to ensure transparency and accountability. This detailed documentation supports effective decision-making and provides a clear record of discussions and resolutions. See the tab above for further details.

• Meeting Coordination: Beyond preparing minutes, we take charge of planning, coordinating, and managing meetings, ensuring that they are conducted efficiently and in line with organisational goals. This includes the development of agendas, scheduling, venue booking, and liaising with participants to ensure smooth and productive meetings.

• Document Management: We assist in the management and maintenance of corporate records, ensuring that essential documents are organized, up-to-date, and readily accessible to both internal and external stakeholders. Our systematic approach to document management facilitates ease of access and helps maintain an orderly corporate governance framework.

• Corporate Secretarial Training: Recognising the importance of continuous learning, we offer tailored training programs and workshops on corporate secretarial practices. These sessions are designed to equip board members, executives, and support staff with the knowledge and skills needed to fulfil their roles effectively, fostering a culture of excellence and compliance.

• Conflict of Interest Management: Our services extend to providing guidance and support in managing conflicts of interest, ensuring that all actions are taken in the best interest of the organisation while maintaining ethical integrity.

• Legal and Regulatory Research: To keep our clients informed and compliant, we conduct thorough legal and regulatory research. This involves staying abreast of relevant developments, precedents, and best practices, thereby enabling informed decision-making and adherence to applicable laws and regulations.

• Updating Governance Materials: We ensure that governance documents, including terms of reference, matters reserved, and other key materials, are regularly reviewed and updated to reflect changes in regulations, laws, and organisational needs. This proactive approach supports ongoing compliance and governance excellence.

• Stakeholder Management: Effective communication and relationship management with board and committee stakeholders, including external parties, are vital components of our service. We foster collaboration and ensure clear, efficient communication channels are in place.

• Effectiveness Reviews: To continuously enhance organisational performance, we oversee and conduct annual performance reviews for boards and committees. This process identifies areas for improvement and recommends measures to enhance overall effectiveness.

• Statutory Filings and Compliance: Our team ensures the timely completion of statutory filings, helping organisations maintain compliance with regulatory requirements and avoid potential penalties or legal issues.

• Project Support: We offer hands-on assistance with project work as required, leveraging our expertise to support the successful execution of organisational initiatives.

• Inbox Monitoring & Corporate Documentation Management: We manage requests for corporate documentation, ensuring prompt and accurate provision of necessary materials, thereby supporting the seamless flow of information within the organisation.

¹Virteffic 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.

Virteffic’s Governance Advisory Services are expertly designed to assist boards and committees in mastering the intricacies of modern governance. Our dedicated team leverages deep knowledge of governance trends, regulations, and best practices to equip our clients with the insights and strategies needed for effective governance.

Our Core Services include:

• Board Effectiveness Reviews: At the heart of our services is the commitment to enhancing board performance. We conduct comprehensive assessments of board performance, evaluating factors such as composition, structure, processes, and dynamics. Through detailed reviews and benchmarking against best practices, we identify areas for improvement and recommend strategies to enhance board effectiveness

• Board Education and Training: We offer customised training programs and workshops for board members and senior executives to enhance their understanding of governance principles, roles, and responsibilities. 

• Corporate Governance Reporting: We support organisations in preparing clear and concise corporate governance reports that provide stakeholders with transparent insights into the company’s governance practices, performance, and priorities.

• Process Review and Enhancement: We review and enhance departmental processes related to board and committee management, optimising efficiency and effectiveness.

• Continuous Monitoring and Support: The governance landscape is ever-evolving, necessitating vigilant monitoring and adaptive strategies. Our team provides ongoing support and monitoring to ensure that governance practices remain effective and responsive to changing circumstances. We stay connected with our clients, providing updates on emerging governance trends, regulatory developments, and best practices to facilitate informed decision-making.

Through our Governance Advisory Services, we strive to empower boards and committees to achieve excellence in governance, thereby enhancing organisational resilience, stakeholder confidence, and long-term sustainability.

Our comprehensive services also include:

• Administration Our administrative services are the backbone of operational efficiency. We handle day-to-day administrative tasks with precision and care, from document management and data entry to complex administrative strategy implementation. Our goal is to free up your internal resources, allowing you to focus on core business activities and strategic growth.

• Board Effectiveness  Our administrative services are the backbone of operational efficiency. We handle day-to-day administrative tasks with precision and care, from document management and data entry to complex administrative strategy implementation. Our goal is to free up your internal resources, allowing you to focus on core business activities and strategic growth.

• Finance Support At Virteffic, we recognise the critical importance of streamlined payment processes and accurate financial reporting in driving business success. Our comprehensive finance services are designed to empower businesses of all sizes to efficiently manage payments, reconcile statements, and generate insightful reports for informed decision-making. With Virteffic as your finance partner, you can optimise your payment processes and financial reporting with confidence. Our commitment to excellence, combined with our extensive knowledge, experience, and expertise, ensures that your finance operations are streamlined for maximum efficiency and profitability.

• Projects Managing projects alongside daily responsibilities can be overwhelming for employees already stretched for capacity. At Virteffic, we provide tailored and comprehensive project management support to alleviate this burden. Whether you need assistance with ad-hoc projects or ongoing initiatives, our dedicated team is poised to guide you every step of the way.

• Training Unlock your team’s potential with our training courses, carefully crafted by our qualified chartered secretaries to cover statutory requirements, offering practical “Tips and Tricks” and aligning with your in-house policies.As a recurring theme throughout our courses, we emphasise how every member of the board can improve board efficiency during meetings, support the company secretary and ensure good corporate governance. Our aim is to give you practical tips to bring the best practice to the board room and the drafting of the minutes.