Executive Assistant (CEO)

ILUMINAR Lighting — Puerto Vallarta, Jalisco On-site | Monday–Friday, 9:00 AM – 5:00 PM | Full-time Compensation: Competitive, based on experience About the Role

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant to work directly alongside our CEO. This is far more than a traditional administrative role — you will become a trusted strategic partner, helping manage daily operations, support sales initiatives, improve processes through AI and automation, and ensure nothing falls through the cracks.

The idóneo candidate is detail-oriented, resourceful, fluent in English, and thrives in a fast-paced, multi-company environment. Key Responsibilities

Executive Support

Manage the CEO's calendar, meetings, appointments, and travel arrangements.

Prioritize and respond to emails on the CEO's behalf when appropriate.

Prepare agendas, presentations, reports, and meeting materials; track follow-up action items.

Answer calls and coordinate communications.

Sales & Customer Success

Support sales activities: quotes, proposals, agreements, and customer documentation.

Track leads through the pipeline and follow up on quotations, orders, and outstanding items.

Coordinate with Accounting, Marketing, Sales, Operations, Logistics, and Inventory to fulfill customer commitments.

CRM Management (HubSpot / Odoo)

Manage customer records; assign new leads to the right sales rep.

Ensure timely follow-up on every lead; update notes, activities, and documents.

Monitor pipelines and report progress to the CEO.

AI & Business Automation (Priority) Use AI tools (Claude,



ChatGPT, and similar) to improve productivity.

Build prompts, templates, and AI-assisted workflows.

Identify repetitive processes to automate; help document and optimize internal procedures.

Data & Documentation

Accurate data entry across multiple business systems; organized digital filing.

Create and maintain agreements, proposals, and templates in PandaDoc.

Manage website leads, Rewards Program users, and related coordination.

Required Skills

Fluent English, spoken and written — required (direct daily communication with the CEO, who is English-speaking).

Excellent written and verbal communication skills.

Strong organizational and time-management abilities; high attention to detail.

Sales-oriented mindset with strong customer service skills.

Experience working directly with executives; able to work independently.

Strong analytical and problem-solving skills; fast learner, proactive attitude.

Preferred Qualifications

3+ years supporting executives, business owners, or senior leadership.

Experience with HubSpot, Odoo, or similar CRM platforms.

Familiarity with PandaDoc, Microsoft Office 365, Google Workspace.

Familiarity with AI productivity tools (Claude, ChatGPT, Gemini, etc.).

Experience improving business processes through automation.

What We're Looking For

Someone who takes ownership, enjoys learning new technologies, and wants to become an essential partner to the CEO — organized, tech-forward, comfortable with sales and operations, and always looking for smarter ways to get things done.

ILUMINAR Lighting | USA | Canada

📌 Asistente ejecutivo (Puerto Vallarta)
🏢 ILUMINAR Lighting | Horticultural Lights
📍 Puerto Vallarta