Personal / Executive Assistant

The-Middlesex-Corporation; Portsmouth (NH); On-site; USD 60,000 - 95,000; Full time

Benefits offered by this job

Medical, dental and vision plans

Top-tier 401k with matching

Tuition reimbursement

Generous paid time off

Job summary

The Middlesex Corporation is seeking a proactive Personal/Executive Assistant to support a senior executive with administrative, personal, and financial responsibilities.

The role requires professional discretion, strong communication, and the ability to manage changing priorities. Key duties include calendar management, travel arrangements, meeting coordination, and regular QuickBooks financial task execution.

Qualifications

• Minimum 5 years of experience in executive assistance, administrative support, bookkeeping, or similar role.
• Strong hands-on QuickBooks experience is strongly preferred.
• Experience with financial recordkeeping, transaction categorization, expense tracking, and reconciliations.
• Advanced proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.

Responsibilities

• Manage the executive’s calendar, appointments, meetings, travel arrangements, and personal commitments.
• Manage and prioritize email, correspondence, and other communications.
• Coordinate meetings, prepare agendas and documentation, and track follow-up items.
• Manage multiple projects and responsibilities from start to completion.
• Prepare professional reports, memos, presentations, spreadsheets, and other business documents.
• Conduct research and gather information to assist with business decisions.
• Coordinate with employees, department heads, vendors, and outside professionals on behalf of the executive.
• Maintain shared calendars, including Google Calendar and Microsoft Teams.
• Provide general administrative and technology support as needed.
• Handle personal errands, bill payments, reservations, and other executive-related responsibilities.
• Maintain a high level of professionalism and discretion when handling confidential business and personal matters.
• Use QuickBooks regularly for financial tracking, transaction entry, categorization, and basic reconciliations.
• Maintain accurate and up-to-date financial records in QuickBooks.
• Track business expenses, invoices, payments, receipts, and other financial activity.
• Reconcile QuickBooks records with bank and other financial statements.
• Review transactions for accuracy and identify discrepancies or items requiring follow-up.
• Assist with accounts payable and accounts receivable tracking.
• Monitor outstanding invoices, payments, and financial obligations.
• Assist with bill payments and expense management.
• Prepare financial spreadsheets, summaries, and reports for executive review.
• Use Excel to organize, analyze, and present financial and business information.
• Maintain organized financial records and supporting documentation.
• Provide financial information and documentation to accountants, tax professionals, or other outside advisors as needed.
• Maintain strict confidentiality when handling financial, banking, compensation, and other sensitive information.

Skills

Executive support

Organizational skills

Discretion

Communication

Multitasking

Tools

QuickBooks

Microsoft Excel

Google Calendar

Microsoft Teams

Microsoft Outlook

Job description

The Middlesex Corporation is a nationally recognized and award-winning leader in the heavy civil construction industry. Since 1972, the family business founded by Robert W. Pereira has developed an extensive client and project list through its consistent efforts to safely build America’s infrastructure. The Middlesex Corporation specializes in building and reconstructing highways, bridges, marine, rail, and transit facilities through its collaborative team approach and focus on core values. In addition, Middlesex Asphalt in Central Florida is one of the largest and most productive asphalt plants in the United States with Middlesex Paving earning an equally solid regional presence and reputation.

Position Summary

We are seeking a proactive, highly organized Personal / Executive Assistant to provide reliable support to a senior executive and assist with a broad range of administrative, personal, business, and financial responsibilities. The ideal candidate will be professional, discreet, detail-oriented, and comfortable working independently. This position requires excellent judgment, strong communication skills, organization, follow-through, and the ability to manage changing priorities while maintaining confidentiality. A key component of this role is financial administration and QuickBooks support. The successful candidate should be comfortable working with financial information, maintaining accurate records, tracking expenses and payments, performing reconciliations, and preparing financial reports and spreadsheets for executive review.

Key Responsibilities

• Manage the executive’s calendar, appointments, meetings, travel arrangements, and personal commitments.
• Manage and prioritize email, correspondence, and other communications.
• Coordinate meetings, prepare agendas and documentation, and track follow-up items.
• Manage multiple projects and responsibilities from start to completion.
• Prepare professional reports, memos, presentations, spreadsheets, and other business documents.
• Conduct research and gather information to assist with business decisions.
• Coordinate with employees, department heads, vendors, and outside professionals on behalf of the executive.
• Maintain shared calendars, including Google Calendar and Microsoft Teams.
• Provide general administrative and technology support as needed.
• Handle personal errands, bill payments, reservations, and other executive-related responsibilities.
• Maintain a high level of professionalism and discretion when handling confidential business and personal matters.
• Use QuickBooks regularly for financial tracking, transaction entry, categorization, and basic reconciliations.
• Maintain accurate and up-to-date financial records in QuickBooks.
• Track business expenses, invoices, payments, receipts, and other financial activity.
• Reconcile QuickBooks records with bank and other financial statements.
• Review transactions for accuracy and identify discrepancies or items requiring follow-up.
• Assist with accounts payable and accounts receivable tracking.
• Monitor outstanding invoices, payments, and financial obligations.
• Assist with bill payments and expense management.
• Prepare financial spreadsheets, summaries, and reports for executive review.
• Use Excel to organize, analyze, and present financial and business information.
• Maintain organized financial records and supporting documentation.
• Provide financial information and documentation to accountants, tax professionals, or other outside advisors as needed.
• Maintain strict confidentiality when handling financial, banking, compensation, and other sensitive information.

Qualifications

• Minimum 5 years of experience in executive assistance, administrative support, bookkeeping, office management, or a similar role.
• Strong hands-on QuickBooks experience is strongly preferred.
• Experience with financial recordkeeping, transaction categorization, expense tracking, and reconciliations.
• Advanced proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Strong Excel skills, including the ability to create and manage detailed spreadsheets.
• Experience with QuickBooks, Google Calendar, and Microsoft Teams.
• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and work independently.
• Strong judgment and problem-solving skills.
• Ability to handle confidential information with professionalism and discretion.
• Familiarity with graphic design tools is a plus.

We offer our full-time and eligible part-time team members a comprehensive benefits package that’s among the best in our industry. Benefits include medical, dental and vision plans covering eligible team members and dependents, employee assistance programs, life insurance, disability, top-tier 401k with matching, tuition reimbursement, industry leading referral program, and generous paid time off.

Middlesex provides equal employment opportunities to all team members and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.