Executive VA - Business Development & Relationship Management

ROLE TITLE

Executive VA – Business Development & Relationship Management

Remote | Pacific Time Business Hours | Philippine Based

Role Summary

Khalifeh & Associates is a long-established MEP engineering consulting firm in Southern California. We are hiring an Executive VA whose primary responsibility is to help leadership rebuild dormant business relationships, establish new professional connections, and maintain a consistent pipeline of future project opportunities.

You will contact past clients and architectural firms that previously requested proposals, research new target firms and decision-makers, initiate outbound conversations by phone, follow up through email and LinkedIn, schedule meetings, and document every meaningful interaction. You will use proposal history and relationship records to make outreach relevant rather than sending generic messages.

This role requires someone who can pick up the phone, speak confidently with professional stakeholders, and keep relationships moving without waiting for daily instructions. You must be comfortable following up when contacts do not respond, adjusting your approach based on feedback, and managing multiple outreach priorities while maintaining accurate records.

Business development is the primary focus. Executive and administrative support, marketing-material maintenance, and project coordination are additional responsibilities that support the firm's overall workflow.

You do not need an engineering background. However, experience with professional services, architecture, construction, real estate development, design firms, or similar relationship-driven industries is a strong advantage.

Core Responsibilities

• Business Development Outreach and Relationship Re-Engagement

• Review the proposal history and proposal summary tracker to identify past clients, architectural firms, and other contacts who requested proposals or previously engaged with the firm but have since become inactive.

• Use the available proposal history and relationship notes to establish context before contacting a dormant lead. Do not approach prior contacts as if they have never interacted with the firm.

• Make outbound phone calls to reconnect with past clients, architects, developers, designers, and other relevant professional contacts. Use email follow-ups when needed.

• Research new architectural firms, developers, contractors, consultants, and architect-adjacent organizations when building or expanding the target list.

• Review target firms' websites, LinkedIn profiles, leadership teams, and recent projects before outreach so that conversations and messages are relevant to the recipient.

• Identify appropriate decision-makers and initiate professional conversations that can lead to meetings, referrals, renewed relationships, or future project opportunities.

• Maintain a structured outreach cadence, generally following up monthly unless the lead's circumstances or timing call for earlier action.

• Record every meaningful outreach outcome, including contact status, response, relationship context, next action, and follow-up date.

• Gather feedback when contacts are willing to share it, including why a proposal was not awarded, pricing concerns, service gaps, or dissatisfaction with a current provider.

• Maintain the business development pipeline by updating outreach stages, relationship status, opportunity notes, and pending follow-ups.

• Use LinkedIn to identify decision-makers, establish connections, review relevant activity, and maintain professional visibility with target contacts.

• Support outreach strategies and re-engagement campaigns intended to generate meetings, referrals, and future project opportunities.
• Meeting Coordination and Relationship Support

• Schedule business development calls, meetings, and in-person lunches between leadership and high-priority contacts.

• Coordinate calendars and follow-ups so that promising conversations lead to a defined next step rather than remaining undocumented interactions.

• Draft and send professional outreach emails that reflect the firm's voice, positioning, and prior relationship with the recipient.

• Monitor relevant inbound communications and route or organize client inquiries, drawings, and project requests so that they are not overlooked.

• Keep leadership informed of meaningful contact responses, potential opportunities, objections, and relationship developments.
• Marketing Support and Materials Maintenance

• Maintain organized marketing materials and project reference documents used during outreach and relationship-building activities.

• Help manage the client's LinkedIn presence by reviewing connection requests, monitoring messages, and identifying relevant industry contacts.

• Support light social media or online presence updates as directed.

• Research target firms, industry opportunities, and potential partnerships that could expand the business development pipeline.

• Coordinate updates to company materials, including project lists, award announcements, and website content, when applicable.
• Executive, Administrative, and Project Coordination

• Manage calendar scheduling for business development meetings, calls, and follow-ups through Microsoft Outlook.

• Organize proposal files, project documents, and communication records so that leadership can retrieve the correct information when needed.

• Track proposal and client-request deadlines, missing documents, pending actions, and required follow-ups.

• Monitor active project coordination items by tracking key deadlines, coordinating follow-ups with internal team members and clients, and confirming that required documents, drawings, and deliverables are received and organized.

• Maintain documentation and process trackers for outreach, marketing activities, and internal priorities.

• Coordinate with IT support when access to Outlook, the phone system, shared folders, or other required tools needs to be established or re