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DFE & DFF Executive Assistant
Location: Corporate
Reports to: DFE CEO and DFF Executive Director

Job Description:

The DFE Executive Assistant will be responsible for providing administrative support to the Chief Executive Officer of Dorrance Family Enterprises (DFE) and the Executive Director of The Dorrance Family Foundation (DFF). This position requires excellent organizational and written and oral communication skills as well as the ability to project a professional image to the public. This position will have extensive contact with family members and their business acquaintances, with non-profit organizations and their representatives, and with consultants and vendors. Position also requires confidentiality in the handling of all matters related to the family and the family office responsibilities. This position is not a real-estate related position.
Position Responsibilities:
  • Manage calendars: schedule appointments and coordinate meetings for assigned executive(s), family member (for specific meeting types) and other DFE staff (as requested). Confirm location/maps, RSVP on behalf of the executives to events, facilitate conference room reservations, provide reminders to executives regarding upcoming meetings, due dates for meeting materials, etc.
  • Coordinate & confirm meeting arrangements: ensure all aspects of meetings planned by the executive have been arranged, including confirmation of attendees in advance, conference room or off-site meeting room set-up (including meals, if any, AV needs, etc.) and clean-up, facilitate production and delivery of any meeting materials (including duplication of materials for family meetings, presentations or other special events as requested).
  • Schedule site visits and meetings at non-profit organizations as requested and coordinate and track report schedules and collection.
  • Coordinate with administrative staff and Arizona Community Foundation Dorrance Scholarship staff, as necessary.
  • Arrange travel itineraries to include flight arrangements, hotel reservations, taxi/sedan reservations or other items associated with the trip.
  • Answer telephone calls from the public in a friendly, courteous manner. Obtain information from caller and either provides requested information or direct caller to the appropriate person.
  • Prepare, reconcile and submit to accounting monthly credit card reports or reimbursement requests for executives.
  • Create, prepare and type in final form various types of correspondence and forms, as requested, utilizing correct use of grammar, punctuation, and spelling.
  • Open daily mail and process per outlined policies and procedures.
  • Understand the purpose and mission of The Dorrance Family Foundation, including the grant making guidelines and cycles for accepting and reviewing grant requests so as to provide information to the public and/or provide referral information if needed.
  • Prepare outgoing mail as requested or necessary for tax returns and other documents requiring tracking and deliver to Post Office as needed.
  • Mail DFE payables as requested according to outlined policies and procedures.
  • Facilitate delivery of wire transfer requests as requested according to outlined policies and procedures.
  • File and record management (may include scanning to archive records) as directed by policies and procedures.
  • Maintain binders of financial and measurement information for both executives.
  • Reconcile not-for-profit organization tax receipts/letters with awarded grants (including management of Excel spreadsheets).
  • Banking deposits as requested (may require driving to/from office to bank locations).
  • Complete other administrative tasks or assist other family office staff as assigned.
  • Manage, maintain and update our website as requested.
  • Attend meetings as requested to record and distribute minutes.
  • Serve as back-up for other DFE Executive Assistant.
  • Work with other DFE staff as a valuable and contributing member of the team, irrespective of job title or assigned executives and family member.
  • Perform other duties as assigned.
Personal Attributes
  • Ability to incorporate into your daily tasks, exemplify in your every day actions, and participate to the best of your ability to promote and demonstrate the Core Values of the Dorrance Family, the DFE Family Office and The Dorrance Family Foundation.
  • Understand the mission of the Family. Be cognizant and look for opportunities in your job assignments that will enhance the promotion of the family’s four capitals—financial, intellectual, social and human.
  • Work independently and without supervision when needed.
  • Personable, open and empathetic personality.
  • Conscientious and dependable work ethic.
  • Ability to follow through on tasks, anticipate and act on appropriate next steps and be proactive
  • Ability to work well under pressure and balance multiple priorities and assignments to meet deadlines.
  • Ability to maintain confidentiality and trust with all information.
  • Knowledge of the local non-profit community – what they do, how they perform.
  • Strong written and verbal communications.
  • Attention to detail.
  • Organization, prioritization, follow-up and time management skills.
  • Ability to foster a team environment when serving both internal and external customers.
  • Willingness to attend meetings and events outside of the office as requested. Events may require hours outside of the typical 8 to 5. Skills and Knowledge
  • 10 years relevant experience required.
  • Family office or family foundation experience is desirable.
  • Excellent administrative, oral/written communication and customer service skills.
  • Must be organized, dependable and focused on accuracy.
  • Proficient in Microsoft Office Suite, such as Word, Excel, PowerPoint, and Outlook. Posted on: 12/22/11

    Resumes should be sent to Talent Recruiting to the attention of Tere Camarena, Talent, DMB Associates, Inc., 7600 E. Doubletree Ranch Rd., Suite 300, Scottsdale, AZ 85258. Fax: 480-367-7343 or email: tcamarena@dmbinc.com

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    Director of Marketing
    Location: Corporate
    Reports to: SVP

    Job Description:

    DMB is seeking a dynamic, self-motivated individual with experience and skills in marketing for the residential Real Estate industry. The role of the Director of Marketing for Eastmark is to develop and oversee execution of its marketing strategy.
    The primary responsibilities will be:
    • Creating Public Relations, Advertising and Marketing plan for Eastmark
    • Creating a brand for Eastmark
    • Working with agencies and Eastmark Management
    • Develop a Welcome Center for the initial visitor experience to Eastmark.
    • Work with Eastmark SVP on planning the Welcome Center and model home distribution
    • Supervise Welcome Center staff
    • Work with DMB Associates SVP of Sales and the Marketing and Communications team on implementing policies and procedures
    • Ability to understand marketing, operations, builder/realtor relations
    • Recruit, train, and lead the staff which provides a positive and unique experience
    • Ensure Sales personnel provide accurate representation of the features, benefits, and community processes when communicating with our guests while delivering on our commitments during the sales, construction, and warranty periods.
    • Responsible for developing and managing staff
    • Operates within a “team environment”. Ensure that the relationship of trust and open communication with other disciplines involved in every process
    • Conduct and/or direct market research
    • Conduct and/or direct consumer research
    Interested Candidate must manifest the following:
    Personal Attributes
    • Has vision; often brings up ideas about potentials and possibilities for the future. Always keeping the organization’s vision and values at the forefront of associate decision making and action
    • Establishes and conveys a sense of purpose that is in alignment with the values
    • Able to structure systems and processes for direct and indirect sales and marketing teams
    • Exhibits excellent human relation skills related to employees, consultants, and customers
    • Ability to develop creative approaches to sales and marketing
    • Possesses strong interpersonal skills and ability to manage multiple projects
    • Exhibit an ability to foster a “team” environment when serving both internal and external customers.
    • Implements decisions, follows through: an expediter
    • Provides subordinates with appropriately challenging assignments and fosters an environment of growth
    • Innovates- solves problems creatively with a “win-win” approach.

    Knowledge/Experience
  • Minimum of 10 years experience in advertising, marketing and operations
  • A bachelor’s degree in marketing, advertising, communications, business administration or similar discipline is required. MBA preferred however not required
  • Direct marketing management experience is required
  • Residential Real Estate experience preferred
  • Working knowledge of planned communities, real estate industry, public relations, advertising agencies, market research, database Posted on: 01/05/12

    Resumes should be sent to Talent Recruiting to the attention of Tere Camarena, Talent, DMB Associates, Inc., 7600 E. Doubletree Ranch Rd., Suite 300, Scottsdale, AZ 85258. Fax: 480-367-7343 or email: tcamarena@dmbinc.com

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