Enhancing Efficiency with a Dedicated Executive Assistant
Expert Virtual Executive Assistants to Boards and Committees
A Board of Directors Journey
Background
Our story begins with the Board of Directors of a high-profile non-profit organization based in Christchurch. This Board, comprising industry leaders and experts, required someone with a robust oversight of all administrative and logistical aspects for their meetings who understood Governance.
The Challenge
The board faced several challenges:
- Meeting Management: Organizing and running efficient board meetings.
- Minutes and Documentation: Accurate recording and timely distribution of meeting minutes.
- Travel and Logistics: Coordinating travel arrangements for Board members.
- Action Item Tracking: Managing and tracking action items post-meetings.
- Audit Preparation: Assisting with the preparation for financial and compliance audits.
- Confidentiality and Security: Maintaining strict protocols around the distribution and storage of information.
The Solution
Enter our VEA, a professional with experience in Governance and a knack for detail.
- Meeting Wizardry: Our VEA took over the scheduling and co-ordination of board meetings, and in consultation with the Chair ensuring each meeting was productive. They prepared agendas in advance and coordinated with Board members for seamless preparations and meetings.
- Minute Mastery: Post-meeting, our VEA efficiently drafted minutes same day, capturing key decisions and summarised discussions. These minutes were circulated promptly, keeping everyone in the loop.
- Travel Guru: For board members scattered across Aotearoa, our VEA managed all travel requests, ensuring seamless and stress-free journeys for each member and incorporating the newly created risk management plan.
- Action Tracker: our VEA kept a close eye on action items, ensuring they were followed up and reported back to the board, enhancing accountability and progress. Researching detail where appropriate to support the actions through to completion.
- Audit Ally: When audit time rolled around, our VEA was always already prepared and invaluable in providing access to necessary documentation and liaising with auditors, making the process a breeze. Document management made simple by incorporating a document management system with audits in mind.
- Confidentiality and Security conscious: our VEA's ensure storage of data is secure and the distribution of that data is confidential.
The Outcome
The board experienced a remarkable turnaround:
- Meetings became more focused and productive.
- Documentation was timely and accurate.
- Travel and logistics were handled efficiently, saving time and reducing stress.
- There was a noticeable improvement in the tracking and completion of action items.
- Audit preparations became more structured and less daunting.
- Confidentiality, security and risk was managed.
Conclusion
This storyboard is a testament to the value a VEA brings to a board of directors. From the nitty-gritty of meeting minutes to the big picture of audit preparation, the right VEA doesn't just support; they enhance and streamline the entire operation. If your board wants to step up their game, consider engaging a skilled VEA. It might just be the game-changer you need, letting you focus on the purpose at hand. Remember, behind every successful board, there could be a stellar VEA making things happen!
