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Administrative Assistant in Falls Church, VA at Kastle Systems

Date Posted: 12/13/2018

Job Snapshot

Job Description

Kastle Systems is the leader in managed security, with a track record of introducing innovative technologies to serve over 460M square feet of real estate globally. Clients span the commercial and multifamily real estate, education, and construction industries and the customers they serve. With delivering a world class customer experience driving everything we do, Kastle’s mission is to be our customers’ best service provider and to make their security the most effective, efficient, and convenient it can be. Kastle's integrated security solution, including access control, video, and remote video monitoring, significantly reduces costs and improves the critically important 24x7 performance for building owners, developers and tenants.

Kastle is seeking an Administrative Assistant to join our team! This is a true “roll-up-your-sleeves” assistant position to work with our Executive team. As an Administrative Assistant this dynamic individual will have ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.


  • Assists with the development, coordination and delivery of employee communications
  • Provides qualified staff support and contributes to the needs of the organization
  • Produces high-quality written correspondence; demonstrates a high-level of attention to detail in the production of memos, letters, and emails to internal and external customers
  • Coordinates and prepares executive and staff meetings, as needed
  • Coordinates travel and accommodation agreements via telephone and correspondence, and prepares related agendas for the company as required
  • Completes special projects, as requested, for various departments
  • Complete expense reports for the executive team.
  • Lead the Events Committee to plan and execute company events
  • Other projects as reasonably assigned


  • Bachelor’s Degree preferred
  • 2+ years of Administrative experience
  • Must be customer service oriented
  • Proficiency with Microsoft Office – Word, Excel, PowerPoint, Visio and Publisher   
  • Document creation and editing, including oversize posters, notes and memorandum
  • Excellent writing skills and commanding use of the English language
  • Able to multi-task and prioritize projects with variable and sometimes conflicting deadlines
  • Ability to interact effectively with internal and external customers in a professional and courteous manner under hectic and changing conditions
  • Superior attention to detail
  • Ability to problem-solve
  • Requires expert use of several unique internal programs – training will be provided
  • Ability to work overtime as determined by business needs
  • Must pass the Drug Test, the Background Check and any pre-employment tests as applicable

Kastle Systems is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

Physical & Mental Requirements

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job.  Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job.

While performing the duties of this role, the employee may be required to talk and hear face-to-face and while using telecommunication devices; sit for long periods of time; use hands and fingers to handle or feel, and manipulate standard keyboard, mouse and office equipment; stand, walk, and reach; lift and carry with arms and hands; use close vision; and be able to adjust visual focus.

The employee must be physically and mentally capable of functioning effectively for extended periods of time and consistently produce organized thoughts and execute sound judgment in environments with:

  • Moderate to high levels of stress
  • Competing demands and dynamic response required
  • Open floor plans with ambient noise and activity consistent with office or call center work

Must be able to:

  • Lift and carry 10 pounds 
  • Work unsupervised
  • Work closely with others/ as part of a team

Work Environment

The following work environment characteristics are representative of the environment the employee will encounter while performing the duties of his/her job;

  • General office environment: Works generally at a desk in a well-lighted, air-conditioned office space, with moderate noise levels
  • The employee may be exposed to variable temperatures due to reception doors opening and closing

Reasonable accommodation may be made to enable people with disabilities to perform the essential functions of the job.