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, Strategic Planning, and Management Consulting services to MSMEs and growing businesses across India.

We are looking for a highly organized, mature, proactive, and business-oriented Executive Assistant to the Managing Director who can provide comprehensive executive, administrative, coordination, research, reporting, and business support to the MD.

This is not a routine clerical position. The selected candidate will work closely with the MD and will be responsible for managing priorities, tracking execution, coordinating teams, preparing information, following up on commitments, and ensuring that important activities move forward on time.

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Job Summary The Virtual Assistant will act as the central coordination point between the Managing Director, internal teams, clients, business partners, vendors, and other stakeholders.

The candidate will assist the MD in managing calendars, meetings, communications, follow-ups, reports, projects, business research, documentation, and strategic assignments.

The ideal candidate should be capable of working independently, handling confidential information, managing multiple priorities, maintaining strong follow-up discipline, and converting management instructions into properly tracked and executed tasks.

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Key Roles & Responsibilities

- Manage the MD's daily schedule, calendar, appointments, meetings, and priorities.
- Organize and coordinate internal and external meetings.
- Prepare meeting agendas, documents, presentations, and supporting information.
- Maintain a list of important pending activities and commitments.
- Remind the MD about important meetings, deadlines, follow-ups, and commitments.
- Ensure that assigned tasks are properly communicated to responsible team members.
- Maintain confidentiality of all management-level information.

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- Task & Follow-Up Management
- Convert instructions from the MD into actionable tasks.
- Assign or coordinate tasks with relevant team members.
- Maintain task trackers and monitor deadlines.
- Follow up with employees and departments regarding pending activities.
- Identify overdue tasks and escalate them to management.
- Prepare daily pending-task and completion reports.
- Ensure that key management decisions are followed through to execution.

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- Management Communication
- Handle professional communication on behalf of the MD where authorized.
- Draft emails, letters, notices, WhatsApp messages, proposals, and business communications.
- Coordinate communication between management and internal departments.
- Maintain proper records of important communications.
- Ensure timely responses to priority communications.

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- Meeting Management
- Schedule meetings with clients, employees, consultants, vendors, and business partners.
- Prepare meeting agendas and relevant documents.
- Record key decisions and action points.
- Maintain Minutes of Meeting (MOM).
- Track action items after meetings.
- Follow up with responsible persons until completion.

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- Business Coordination

Coordinate with

- Sales




- Business Development
- HR & Recruitment
- Marketing
- Accounts
- Operations
- Technology
- MIS
- Customer Support
- External consultants and partners The VA will ensure that important information reaches the right person and that management instructions are executed properly.

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- MIS & Management Reporting

Prepare and maintain

- Daily Management Reports
- Daily Activity Reports
- Pending Task Reports
- Sales Reports
- Business Development Reports
- Recruitment Reports
- HR Reports
- Collection Reports
- Project Progress Reports
- Weekly Management Reports
- Monthly Management Reports
- KPI Dashboards The candidate should be able to convert raw information into clear and useful management reports.

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- Business Research & Analysis
- Conduct research on companies, industries, competitors, markets, products, and business opportunities.
- Prepare company profiles and background reports before important meetings.
- Research potential clients and business partners.
- Collect relevant information from websites, LinkedIn, social media, industry portals, and other sources.
- Prepare concise research summaries for the MD.
- Support management in evaluating new business opportunities.

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- Client & Business Partner Coordination
- Coordinate meetings and follow-ups with important clients and business partners.
- Maintain client and partner databases.
- Track important commitments and deliverables.
- Support management in maintaining strong business relationships.
- Follow up on proposals, meetings, discussions, and pending decisions.

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- Project Coordination
- Support the MD in monitoring important company projects.
- Maintain project timelines and milestones.
- Coordinate with project owners.
- Track deliverables and dependencies.
- Highlight delays, risks, and pending decisions.
- Prepare project status reports for management.

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- Travel & Event Coordination
- Coordinate business travel arrangements.
- Manage hotel, transportation, meeting, and itinerary requirements.
- Prepare travel schedules.
- Coordinate meetings during business trips.
- Assist in organizing conferences, exhibitions, seminars, training programs, and business events.

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- Documentation & Records Management
- Maintain confidential management documents.
- Organize contracts, agreements, proposals, reports, presentations, and company records.
- Maintain digital folders and document repositories.
- Ensure documents are properly named, categorized, and accessible.
- Maintain version control for important documents.

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- HR & Team Coordination Support
- Coordinate with HR regarding recruitment, onboarding, attendance, performance, and employee-related matters.
- Track important employee-related action points assigned by management.
- Assist in organizing training and employee meetings.




- Maintain management-level HR reports where required.
- Support implementation of HR policies and management decisions.

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- Business Development Support
- Assist the MD in identifying new business opportunities.
- Research prospective clients and business prospects.
- Prepare company profiles, proposals, presentations, and meeting briefs.
- Support lead generation initiatives.
- Track business development opportunities.
- Coordinate follow-ups with prospects and clients.

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- Digital & AI Productivity The candidate will be expected to use modern productivity and AI tools to improve efficiency.

Tools may include

- ChatGPT
- Gemini
- Claude
- Microsoft Copilot
- Canva
- Google Workspace
- Microsoft Office
- CRM
- Project Management Software
- AI-based research and productivity platforms

Responsibilities may include

- Preparing AI-assisted reports.
- Conducting research.
- Drafting business communication.
- Creating presentations.
- Summarizing meetings and documents.
- Automating repetitive administrative activities.
- Improving management reporting and workflow efficiency.

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Key Result Areas (KRAs)

Executive Support

- Accuracy of calendar and meeting management.
- Timely completion of management assignments.
- Proper prioritization of critical activities.

Task Execution & Follow-Up
- Percentage of tasks completed within deadlines.
- Reduction in overdue management tasks.
- Follow-up effectiveness.
- Timely escalation of critical delays.

Reporting & MIS
- Accuracy of management reports.
- Timely submission of reports.
- Quality and clarity of dashboards and MIS.

Communication

- Response time.
- Accuracy of communication.
- Qualified handling of stakeholders.

Project Coordination

- Timely project follow-ups.
- Milestone tracking.
- Effective coordination between departments.

Business Support

- Quality of research provided to management.
- Business opportunities identified.
- Effectiveness of client and partner coordination.

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Technical Skills The candidate should have good working knowledge of:

- MS Excel
- Google Sheets
- MS Word
- PowerPoint
- Google Drive
- Google Calendar
- Gmail
- CRM Software
- Project Management Tools
- Video Conferencing Platforms
- AI Productivity Tools

Advanced Excel and reporting skills will be an advantage.

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Core Competencies

- Executive Coordination
- Task Management
- Follow-Up Management
- Business Communication
- Management Reporting
- Research & Analysis
- Project Coordination
- Stakeholder Management
- Time Management
- Problem Solving
- Decision Support
- Documentation
- Confidentiality
- Multitasking
- Business Acumen

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Personal Attributes The ideal candidate should be:

- Highly organized and systematic.
- Extremely good at follow-ups.
- Proactive rather than waiting for instructions.
- Comfortable handling confidential information.
- Mature and professional in communication.
- Detail-oriented.
- Responsible and dependable.
- Capable of working under pressure.
- Able to manage multiple priorities simultaneously.
- Comfortable communicating with senior management.
- Strong in written and verbal communication.
- Willing to take ownership of tasks from beginning to completion.

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📌 Virtual Assistant (Delhi)
🏢 Kheewa Incorporation
📍 Delhi