Virtual Assistant

About Kheewa Incorporation
Kheewa Incorporation is a Business Growth Consulting organization providing Business Development, Sales & Marketing, Recruitment & HR Consulting, Digital Marketing, AI-enabled Business Solutions, and Strategic Management services to MSMEs and growing businesses across India.
We are looking for a highly organized, proactive, and responsible Virtual Assistant who can provide remote executive, administrative, business development, communication, coordination, research, and follow-up support to management and business teams.
Job Summary
The Virtual Assistant will work remotely and provide day-to-day support in appointment setting, business development coordination, customer communication, lead management, follow-ups, calendar management, research, reporting, documentation, and administrative activities.
The ideal candidate should be comfortable working independently, managing multiple tasks, communicating professionally with clients and business owners, maintaining accurate records, and ensuring that assigned activities are completed within deadlines.
This is a performance-driven role where productivity, follow-up quality, appointment generation, task completion, and business support will be important measures of success.
Key Roles & Responsibilities
1. Executive & Administrative Support
Manage calendars, appointments, meetings, and schedules.
Coordinate virtual meetings with clients, prospects, vendors, and team members.
Prepare meeting agendas, notes, and follow-up action points.
Maintain task trackers and ensure timely completion of assigned activities.
Handle routine administrative work remotely.
Organize digital documents, files, reports, and records.
2. Appointment Setting
A major responsibility of the role will be setting qualified appointments for Sales and Business Development teams.
Contact prospects through phone calls, WhatsApp, email, LinkedIn, and other channels.
Understand basic prospect requirements.
Introduce the company and relevant services.
Identify interested prospects.
Schedule qualified meetings with the Sales/Business Development team.
Maintain appointment calendars.
Send meeting reminders and confirmations.
Follow up on missed or postponed appointments.
Maintain appointment-setting MIS.
3. Lead Generation & Prospecting
Research potential customers, businesses, entrepreneurs, MSMEs, manufacturers, traders, and corporate prospects.
Build prospect databases using online research and business directories.
Identify decision-makers and relevant contact information.
Generate qualified leads through LinkedIn, Google, social media, email, and other digital channels.
Maintain accurate lead records.
4. Business Development Support
Support Sales and Business Development Executives with prospect research and follow-ups.
Prepare prospect lists based on defined industries and territories.
Coordinate sales meetings and presentations.
Follow up on proposals and pending discussions.
Update sales pipeline information.
Identify potential cross-selling and business opportunities.
5. Customer & Prospect Communication
Handle professional communication through:
Phone
WhatsApp
Email
LinkedIn
Video Meetings
Respond to routine customer and prospect queries.
Forward technical or commercial queries to the appropriate team.
Maintain professional communication standards.
Ensure timely follow-up on all assigned prospects.
6. CRM & Database Management
Maintain accurate CRM records.
Update lead status after every interaction.
Record calls, meetings, follow-ups, appointments, and outcomes.
Remove duplicate or irrelevant records.
Maintain customer and prospect databases.
Ensure that no important follow-up is missed.
7. Research & Data Collection
Conduct online research on companies, industries, competitors, prospects, and potential partners.
Prepare company profiles before important meetings.
Research decision-makers and business contacts.
Collect relevant market and customer information.
Prepare concise research reports for management.
8. Reporting & MIS
Prepare and maintain:
Daily Activity Report
Daily Calling Report
Appointment Report
Lead Generation Report
Follow-Up Report
Weekly Performance Report
Monthly MIS
Sales Pipeline Report
Task Completion Report
Reports must be accurate and submitted within the defined timeline.
9. Calendar & Task Management
Maintain management calendars.
Schedule and reschedule meetings.
Track deadlines and important commitments.
Maintain daily task lists.
Follow up with responsible team members.
Highlight delayed or pending tasks to management.
10. Social Media & Digital Support
Assist with basic social media coordination.
Schedule content where required.
Monitor incoming business enquiries.
Respond to routine online queries.
Coordinate with the marketing team for digital campaigns.
Assist in maintaining online business profiles.
11. AI & Productivity Tools
The candidate should actively use AI and digital tools to improve productivity.
Tools may include:
ChatGPT
Gemini
Claude
Microsoft Copilot
Canva
Google Workspace
Microsoft Office
CRM
Project Management Tools
AI research tools
Responsibilities may include:
AI-assisted research.
Email drafting.
Report preparation.
Meeting summaries.
Data organization.
Lead research.
Content preparation.
Workflow automation.
Key Result Areas (KRAs)
Appointment Setting
Qualified appointments generated.
Appointment confirmation rate.
Show-up rate.
Appointment-to-business conversion support.
Lead Generation
Qualified prospects generated.
Accuracy of prospect information.
Daily/weekly lead generation targets.
Follow-Up
Follow-ups completed on time.
Reduction in missed opportunities.
Prospect response rate.
Productivity
Daily calls and meaningful conversations.
Tasks completed within deadlines.
Overall activity level.
CRM & MIS
CRM accuracy.
Timely updates.
Report submission compliance.
Data quality.
Executive Support
Calendar management accuracy.
Meeting coordination.
Task completion.
Timely escalation of pending activities.
Requirements & Qualifications
Educational Qualification
Bachelor's degree in Business Administration, Commerce, Management, Marketing, Computer Applications, or any related field.
Relevant professional experience may be considered in place of formal qualifications.
Experience
1–4 years of experience in Virtual Assistance, Tele Sales, Business Development, Customer Support, Executive Assistance, Appointment Setting, Recruitment, or Administration.
Freshers with excellent communication skills and strong computer knowledge may also be considered.
Technical Skills
MS Excel
Google Sheets
MS Word
PowerPoint
Google Workspace
Gmail
Google Calendar
CRM Software
WhatsApp Business
LinkedIn
Zoom / Google Meet
Internet Research

Work arrangement
No