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 adecuado 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