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 (México)
🏢 ILUMINAR Lighting | Horticultural Lights
📍 México