Virtual Secretary
Empowering Your Cause: The Virtual Secretary Who Cares.
A virtual secretary provides essential administrative and organizational support to a charity's board of trustees. By efficiently managing meeting logistics, documentation, and communication, they ensure the board can focus on its strategic responsibilities. Their expertise in governance and compliance also helps the charity operate effectively and transparently.
Depending on the specific needs of the charity, a virtual secretary may also be involved in tasks such as managing correspondence, organizing events, and assisting with fundraising activities.
By leveraging the services of a virtual secretary, charities can benefit from professional administrative support while optimizing their resources and ensuring efficient board operations.
Annual Membership
Elevate Your Board's Efficiency with Our Virtual Secretary Services
Streamline your charity's governance and administration with our dedicated virtual secretary support. For a fixed monthly fee, gain access to 10 hours of expert assistance, covering both in-person and virtual tasks.
What We Offer:
Effortless Meeting Management: We'll handle scheduling, agenda preparation, minute-taking, and action item tracking, ensuring your board meetings run smoothly and productively.
Proactive Governance Support: Stay compliant and organized with our meticulous maintenance of key governance logs and timely submission of annual returns.
Seamless Communication: We'll act as a central point of contact, facilitating communication and information sharing between board members.
Peace of Mind: Our services are underpinned by a clear Statement of Work, outlining priorities, KPIs, and ways of working, ensuring transparency and accountability.
Benefits:
Free Up Valuable Time: Allow your board members to focus on strategic decision-making and fulfilling your charity's mission.
Enhance Efficiency: Streamline administrative processes and improve communication, leading to more effective board operations.
Ensure Compliance: Stay on top of regulatory requirements and governance best practices, minimizing risk and protecting your charity's reputation.
Affordable Expertise: Gain access to professional administrative support at a fraction of the cost of hiring a full-time employee.
Invest in your charity's success. Contact us today to learn more about our Virtual Secretary services.
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Coordinating board meetings including setting dates, venues and refreshment.
Coordinate paper submissions, agenda setting, and board member notification.
Coordinate board members expenses.
Coordinate all elements of the AGM.
Organise onboarding of new board members.
Manage compliance documents including policy schedule, risk management and conflicts of interest register.
Mange the board skills audit and organise training as required.
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Key tasks include:
Meeting planning and organization, including preparation of board reports and supporting documents.
Maintaining key governance logs (Risk Register, Conflicts of Interest, Outstanding Actions).
Virtual meeting attendance, recording, and timely production of minutes and action lists.
AGM attendance to ensure governance compliance.
Annual Returns submission to regulatory bodies.
All work is guided by a Statement of Work detailing priorities, KPIs, and working methods.
Meeting planning and organization, including preparation of board reports and supporting documents.
Maintaining key governance logs (Risk Register, Conflicts of Interest, Outstanding Actions).
Virtual meeting attendance, recording, and timely production of minutes and action lists.
AGM attendance to ensure governance compliance.
Annual Returns submission to regulatory bodies.
All work is guided by a Statement of Work detailing priorities, KPIs, and working methods.
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Service Agreement, and Terms and Conditions
Membership Portal for Booking Services
Google Drive forStoring Documents
Monthly Membership
Elevate Your Board's Efficiency with Our Virtual Secretary Services
Streamline your charity's governance and administration with our dedicated virtual secretary support. For a fixed monthly fee, gain access to 10 hours of expert assistance, covering both in-person and virtual tasks.
What We Offer:
Effortless Meeting Management: We'll handle scheduling, agenda preparation, minute-taking, and action item tracking, ensuring your board meetings run smoothly and productively.
Proactive Governance Support: Stay compliant and organized with our meticulous maintenance of key governance logs and timely submission of annual returns.
Seamless Communication: We'll act as a central point of contact, facilitating communication and information sharing between board members.
Peace of Mind: Our services are underpinned by a clear Statement of Work, outlining priorities, KPIs, and ways of working, ensuring transparency and accountability.
Benefits:
Free Up Valuable Time: Allow your board members to focus on strategic decision-making and fulfilling your charity's mission.
Enhance Efficiency: Streamline administrative processes and improve communication, leading to more effective board operations.
Ensure Compliance: Stay on top of regulatory requirements and governance best practices, minimizing risk and protecting your charity's reputation.
Affordable Expertise: Gain access to professional administrative support at a fraction of the cost of hiring a full-time employee.
Invest in your charity's success. Contact us today to learn more about our Virtual Secretary services.
-
Coordinating board meetings including setting dates, venues and refreshment.
Coordinate paper submissions, agenda setting, and board member notification.
Coordinate board members expenses.
Coordinate all elements of the AGM.
Organise onboarding of new board members.
Manage compliance documents including policy schedule, risk management and conflicts of interest register.
Mange the board skills audit and organise training as required.
-
Key tasks include:
Meeting planning and organization, including preparation of board reports and supporting documents.
Maintaining key governance logs (Risk Register, Conflicts of Interest, Outstanding Actions).
Virtual meeting attendance, recording, and timely production of minutes and action lists.
AGM attendance to ensure governance compliance.
Annual Returns submission to regulatory bodies.
All work is guided by a Statement of Work detailing priorities, KPIs, and working methods.
Meeting planning and organization, including preparation of board reports and supporting documents.
Maintaining key governance logs (Risk Register, Conflicts of Interest, Outstanding Actions).
Virtual meeting attendance, recording, and timely production of minutes and action lists.
AGM attendance to ensure governance compliance.
Annual Returns submission to regulatory bodies.
All work is guided by a Statement of Work detailing priorities, KPIs, and working methods.
-
Service Agreement, and Terms and Conditions
Membership Portal for Booking Services
Google Drive forStoring Documents
Frequently Asked Questions about Monthly Virtual Secretary Services
What exactly is included in the 10 hours of monthly support?
The 10 hours encompass a range of tasks including meeting preparation (scheduling, agenda creation, etc.), minute-taking, maintaining governance logs, communication support, and other administrative duties as outlined in the Statement of Work.
Can the 10 hours be used for both in-person and virtual tasks?
Yes, the 10 hours are flexible and can be allocated to both in-person support (like attending AGM) and virtual tasks (like online meeting management or document preparation).
What if we need more than 10 hours of support in a month?
We can discuss options for additional support on a case-by-case basis, potentially offering additional hours at an adjusted rate or exploring alternative service packages. You can also purchase additional hours through your online account.
How do you ensure confidentiality and data security?
We take data protection and confidentiality very seriously. We have robust measures in place to safeguard sensitive information and adhere to all relevant data protection regulations.
What experience do your virtual secretaries have with charity governance?
Our virtual secretaries have a strong understanding of charity governance principles and best practices, ensuring they can provide effective support to your board.
Can we customize the services to fit our specific needs?
Absolutely. We understand that every charity is unique. We'll work with you to tailor the services and Statement of Work to align with your specific requirements and priorities.
How do we get started with the Virtual Secretary service?
Simply contact us through our website or by phone. We'll schedule a consultation to discuss your needs and create a personalized plan for your charity.
What if we're not satisfied with the service?
We're committed to your satisfaction. If you're not happy with any aspect of the service, we'll work with you to address your concerns and make necessary adjustments.
Can you provide references or testimonials from other charities?
Yes, we're happy to share testimonials or connect you with other charities who have benefited from our Virtual Secretary services.
Is there a long-term commitment required for the monthly membership?
We typically offer flexible month-to-month agreements, allowing you to adjust your level of support as your needs change.
Is it possible register for this service via a Purchase Order and Invoice?
Simply complete this form, and we’ll be in touch with you about the services you require and alternative payment agreements.