Executive Assistant (Apprenticeship) (M/F)

ESUP Business School of Paris

• La Défense (Actual Académie network) is recruiting for one of its partner companies, a notary firm:

As part of the development of our activities and to support our notaries and clerks in their daily organization, we are looking for an Executive Assistant (Apprenticeship) (M/F).

Job Description & Missions Under the direct responsibility of the Notary or the Administrative Manager, you will play a pivotal role in the daily operation of the firm. You will contribute directly to the quality of service provided to our clients and to the proper administrative maintenance of notarial files. Your missions will revolve around four major areas:

1. Administrative Management & File Tracking: Participate in the compilation and preparation of notarial files (urban planning requests, civil status documents, land registry extracts, identity documents). Ensure the drafting, formatting, and sending of official letters, notifications, and administratively necessary reminders. Monitor the progress of procedures with partner organizations (banks, surveyors, real estate agencies, local authorities). Guarantee the rigorous filing, digitization, and secure archiving of legal acts and documents.

2. Reception & Client Relations: Ensure impeccable telephone and physical reception, based on courtesy, listening, and professionalism. Quickly identify the nature of requests and effectively direct interlocutors to the right staff members. Provide first-level follow-up to clients regarding the progress of their file.

3. Organization Support & Management: Manage the complex agendas of the notaries and optimize the scheduling of signing appointments. Prepare meeting rooms and organize the logistics for meetings or the signing of acts. Process incoming and outgoing mail (physical and electronic) with responsiveness and method.

4. Use of IT Tools & Professional Tools: Enter and update data in the firm's professional software (Genapi, Inot, or equivalent). Fully utilize the office suite (word processing, spreadsheets, email) to produce structured documents. Participate in the processes of dematerialization and digital archiving of notarial procedures.

Work-study training, no training costs are at your expense. The work-study schedule is 2 days of classes, Monday and Tuesday, and 3 days in the company.

Profile sought

Holder of a Baccalaureate (General, STMG, or Professional) or in reorientation, you are preparing a BTS Support à l'Action Managériale (BTS SAM).

Skills & Qualities required: Rigor and precision: You are extremely attentive to details, the accuracy of entered information, and compliance with legal procedures. Absolute discretion: Subject to the strictest professional secrecy, you demonstrate impeccable ethics and confidentiality. Ease with IT: Very comfortable with digital tools, you master the office suite and learn quickly how to use new professional software. Interpersonal and writing skills: You possess excellent oral expression and impeccable writing quality (spelling, syntax). Sense of organization: You know how to manage priorities, show anticipation, and keep calm in the face of deadlines.