Here is the official draft for:

SayPro Human Capital Personal Assistant Management Procedure SayProP571

Document Code: SayProP571
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

1. Purpose

The purpose of this procedure is to outline the management, roles, expectations, and performance standards of Personal Assistants (PAs) within SayPro Human Capital to ensure professional, effective, and confidential support to SayPro Executives and Royal Directors.

2. Scope

This procedure applies to all SayPro Human Capital assigned in the capacity of a Personal Assistant to Chiefs, Executives, Royal Directors, Officers, and other strategic leadership positions.

3. Definitions

• PA (Personal Assistant): An individual assigned to support a leader or executive with administrative, scheduling, communication, and coordination duties.
• Royal Director: A departmental lead within SayPro.
• Confidentiality: The ethical duty of keeping sensitive information private and protected.

4. Policy Statement

SayPro ensures that all Personal Assistants are managed in accordance with professional conduct, confidentiality, effective task coordination, and strategic communication standards. The role must foster leadership productivity and organizational efficiency.

5. Procedures

5.1 Appointment and Assignment

• All PA appointments must be approved by the SayPro Chief Executive Officer.
• Assignments will be based on workload, leadership level, and PA competency.
• A Personal Assistant Agreement must be signed and filed.

5.2 Duties and Responsibilities

• Refer to the Job Advert https://www.google.com/url?sa=t&source=web&rct=j&opi=89978449&url=https://en.saypro.online/job/saypro-pa-to-ceo-neftaly-malatjie/&ved=2ahUKEwi80pGwuouNAxVCQUEAHdv0GNkQFnoECB0QAQ&usg=AOvVaw16l7A1-GP8VP28NpYD-CM4
• SayPro PA Management of Executive Daily Events
• SayPro Management of Executives daily SayPro Emails, SMS and WhatsApp messages
• SayPro Management of Executives daily SayPro Ideas and Tasks
• SayPro Management of Executives daily Authorisations
• SayPro PA Management of Executive Policies and Procedures
• Manage and coordinate Executive Diary, daily schedules, meetings, and travel logistics.
• Screen, respond to, and prioritize communication (email, phone, chat).
• Prepare reports, presentations, and official documentation.
• Maintain strict confidentiality on all organizational matters.
• Serve as liaison between the Executive and internal/external stakeholders.
• Ensure all relevant documents are stored and shared via SayPro systems.
• SayPro Management of Executives daily family requirements, reminders and to do lists
• SayPro Management of Executives daily follow ups and reminders
• SayPro Management of Executives daily approvals and declinee
• SayPro Management of Executives daily handover receipts and acknowledgement

5.3 Communication and Reporting

• Submit daily task updates via SayPro Reporting Systems.
• Attend weekly alignment meetings with the assigned Chief or Director.
• Document and archive all critical communication as instructed.

5.4 Performance Evaluation

• Performance is reviewed quarterly by the assigned Executive or Royal Director.
• Use the Personal Assistant Performance Assessment Template.
• Feedback sessions are documented and shared with Human Capital.

5.5 Use of Systems

• PAs must be trained to use SayPro Email, Chat, Groups App, CMS (WordPress), LMS, and Workflow systems.
• All information must be stored and updated on the SayPro platforms only.

6. Roles and Responsibilities

7. Templates and Documents

• PA Job Description Template
• Daily Task Log Template
• Weekly Summary Report
• Confidentiality Agreement
• Performance Evaluation Form

8. Compliance

PAs are required to maintain high standards of professionalism, integrity, and discretion. Violations of confidentiality, negligence, or abuse of resources will result in disciplinary action, up to and including dismissal.

9. Frequently Asked Questions (FAQs)

Q1: Can a PA support more than one Executive?
A1: Yes, if approved by the Chief Executive Officer and workload permits.

Q2: What happens if a PA breaches confidentiality?
A2: Immediate investigation and possible termination based on severity.

Q3: Are PAs allowed to delegate their duties?
A3: No. Duties must be fulfilled personally unless reassigned formally.

Q4: Can a PA be promoted?
A4: Yes. Promotions depend on performance, evaluations, and organizational need.

Document Code: SayProP570
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Would you like editable Word versions of the included templates (e.g., PA Job Description, Task Log)?