Virtual Support Services
We have a pool of qualified, talented individuals with hard-to-find skills.
Minutes and Meetings
Virteffic has a team of qualified chartered secretaries and experienced individuals who can help with all aspects relating to meetings. We have extensive corporate, fund and regulatory 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 and board packs (without attending);
- clear backlog of outstanding minutes;
- preparing notices and agendas;
- co-ordinate the meetings, book meetings rooms;
- 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.
Corporate Governance
Corporate governance is critical for any good business. It ensures that the board of directors meet regularly to discharge their duties and that the directors, company secretary, key persons and the committees have clearly defined duties. Corporate governance is also essential for a robust risk management system. In addition, it guides and protects you to always act in the best interest of the business, and it can also improve its performance.
Virteffic offers an independent view and access to our skills and experience to assist your organisation. We 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;
- draft, review, and/or update the governance calendar/agenda planner;
- draft, review, and/or update the agenda, minutes and template documents;
- prepare presentations or reports about governance, duties of directors etc;
- drafting terms of reference for your committees;
- assist with board effectiveness reviews;
- assist with minutes and meeting support; and
- assist to address governance-related issues.
Administration
Administration work and data entry are a component of most businesses. These tasks often make up one big job function that you ultimately don’t have time for. Virteffic can assist you with mundane and repetitive tasks, and we can also assist with more technical administrative duties. Our services include :
- data entry;
- monthly reports;
- file reviews;
- correspondence and emails;
- manage filing systems and update records;
- billing and invoicing;
- assist to collate the documents requested by your auditors;
- maintain financial records, reconcile bank statements and transactions (in Quickbooks or Xero); and
- any other day-to-day administration tasks that can be dealt with remotely.
Projects
It can be difficult for employees who are already strained for capacity to manage projects on top of their day-to-day workload.
Virteffic can help with an ad-hoc project or with regular projects.
Once you have engaged with Virteffic, you will have access to our diversified talent pool and receive services from the full team, who will manage the workload together as a collaborative team.
Regular updates will be presented to you during the process.
Training Courses
Virteffic has a team of qualified chartered secretaries and experienced individuals. Together, we develop training courses that cover the statutory requirements (in Jersey, Guernsey, UK or the Cayman Islands) whilst also giving useful “Tips and Tricks” and guidance through your in-house policies, procedures and precedents. You choose how the course is to be delivered, and whichever option you choose, we make sure it is interactive and easily absorbed.
We can offer a bespoke solution, to fit your needs. Please provide us with the below details in order for us to provide a fixed fee proposal. The number of sessions and the length of sessions will depend on what you want the course to cover.
Virteffic is a leading virtual assistant company in the Channel Islands that strengthen organisations with professional support services. We offer bespoke, cost-effective solutions to meet clients’ unique requirements. Virteffic can assist as an extension to your on-site employees. Or as an alternate, more flexible solution to hiring a permanent administrator or secretarial officer. Our virtual assistants act efficiently and professionally with the utmost confidentiality, sometimes eliminating the need for staff members altogether.
Virteffic can tailor the services to suit your needs. We can take care of virtually anything
Our Fees
The fees for our virtual assistant services varies. As has been noted, the role itself can vary greatly – and so the skill set and experience required. There are a few options available to choose from:
- 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 10h/week for 1 year); 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.
Virteffic will simply raise an invoice based on the agreed fee once the services have been performed, or raise monthly/quarterly 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 or secretarial officer. No setup fee, no acceptance fee, and no recruitment fees.
Contact Details
If you have any questions, please contact us:
Virteffic Limited
Norowsa
La Vallee de St Pierre
St Lawrence
Jersey JE3 1EG
E: tess@virteffic.com or
M: +44 (0) 7797716461
Virteffic Limited
Virtual Assistants | Secretarial Support & Administration Services | Jersey, Channel Islands
About Tess Price (including CV and Bio)
Frequently asked questions (FAQ)
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.