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Administrative Assistant - Information Technology

156446
San Jose, CA, United States
Jan 10, 2019

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Job Description

Description

Xilinx develops highly flexible and adaptive processing platforms that enable rapid innovation across a variety of technologies - from the endpoint to the edge to the cloud. Xilinx is the inventor of the FPGA, hardware programmable SoCs and the ACAP (Adaptive Compute Acceleration Platform), designed to deliver the most dynamic processor technology in the industry and enable the adaptable, intelligent and connected world of the future in a multitude of markets including Data Center (Compute, Storage and Networking); Wireless/5G and Wired Communications; Automotive/ADAS; Emulation & Prototyping; Aerospace & Defense; Industrial Scientific & Medical, and others. Xilinx's core strengths simultaneously address major industry trends including the explosion of data, heterogeneous computing after Moore's Law, and the dawn of artificial intelligence (AI).

Our global team is growing and we are looking for bold, collaborative and creative people to help us lead the industry transformation to build an adaptable intelligent world. We believe that by embracing diverse ideas, striving for excellence in all that we do, and working together as a unified team, we can accomplish anything. Come do your best work and live your best life as part of the ONEXILINX team!

 

We are looking for an Administrative Assistant to support the Global IT Operations (GOps) and Engineering IT (EngIT) organizations.

This role will report into Senior Director of GOps and support both GOps and EngIT organizations.

 

Key Responsibilities:

 

  • Support daily office administrative duties such as scheduling Audio/Video meetings and managing them, entering expense reports, catering food orders, scheduling travel (for Sr Dir and staff), passport/ visa management, ordering office supply etc.
  • Coordinate/ plan, organize, schedule and manage Quarterly group events for GOps team.
  • Greet, escort and seat vendors/ customers who come in for key meetings. Ensure water, appropriate goodies are arranged for key vendor meetings (as directed by supervisor).
  • Be responsible for Minute taking in Sr Dir level staff meetings. Post these minutes/notes/actions to a central repository (/group SharePoint site). Send our Reminders for Actions (if needed).
  • Maintain documentation on Enterprise Content collaboration platform (/SharePoint Sites)
  • Manage, file credit card expenses on group P-card.
  • Partner with other (2) IT Admins on IT level events and be a backup support Admin if one of them is out.
  • Engage with Admin Community members and participate and take on the required tasks and roles as a good Admin citizen at Xilinx.
  • Liaise with company’s suppliers and service providers for all accounting, legal, secretariat, courier service and office maintenance matters.
  • Responsible for processing and approving invoices and payment submittal.
  • Take on ad-hoc tasks related to administration as assigned by Supervisor

Qualifications


  • Bachelor's Degree and 4+ years’ experience in a corporate administrative role or equivalent experience/education
  • Excellent organizational skills and ability to initiate work and set priorities independently
  • Excellent interpersonal skills and communication skills
  • Computer literate with proficiency in Microsoft applications including Outlook, Excel, PowerPoint, SharePoint and Word
  • Experience using Oracle purchasing
  • Flexible to work with last minute changes
  • Ability to effectively communicate and positively manage interactions
  • Ability to maintain composure under pressure
  • Ability to balance multiple demands in a fast-paced environment;
  • Ability to relate professionally and provide excellent customer service to Xilinx staff and the visitors/ customers/ vendors
  • Ability to maintain confidentiality
  • Basic knowledge in IT
  • Excellent command in English both written and verbal is a must.
  • Good organizational skills, critical thinking skills, attention to detail, and excellent communication skills
  • Excellent organizational, prioritization and multi-tasking skills

 

 

 

 

 

 


 

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