Pro Bono & Business Administrator

The role:

We are looking for a Pro Bono & Responsible Business Administrator to join our Pro Bono department in London.

The Pro Bono & Responsible Business Administrator will provide high-quality proactive administrative support to the Pro Bono and Responsible Business team. You will help ensure that the teams schemes projects and initiatives are well organised delivered efficiently and that accurate records are maintained. The successful candidate will be highly organised resourceful and comfortable managing a varied workload including diary coordination inbox management document filing matter administration event logistics invoice processing and internal communications support.

What will you do:

• Provide day-to-day administrative support across Pro Bono and Responsible Business schemes projects and initiatives including maintaining accurate records rotas calendars and trackers.

• Manage the Pro Bono and Charitable Foundation inboxes ensuring queries are triaged tracked and escalated where appropriate.

• Coordinate meetings for the International Pro Bono Committee Responsible Business Board and other relevant groups including coordinating diary invitations preparing agendas and papers recording minutes and tracking follow-up actions.

• Support the planning and delivery of events including coordinating room bookings video conferencing catering audio-visual requirements attendee lists RSVP management and communications with internal and external participants.

• Assist with document and correspondence management including preparing presentations and meeting papers coordinating print production and distribution and maintaining clear filing across relevant platforms.

• Support the maintenance of key resources guides and communications materials including intranet pages handbooks pitch packs and brochures.

• Support internal and external communications by coordinating content timelines and relevant administrative inputs.

• Assist with pro bono matter administration including reviewing new matter requests supporting client onboarding processes opening amending and closing matters checking letters of engagement and ensuring files are archived appropriately.

• Support the advertising and coordination of pro bono opportunities across the firms international network including volunteer allocation reminders liaison with charity representatives and maintaining accurate records.

• Support the screening and vetting of potential charity and community partners escalating issues where further review is needed.

• Support the processing of invoices regular payments and related record keeping.

• Carry out other administrative duties as reasonably required to support the effective operation of the Pro Bono & Responsible Business team.

What we are looking for:

• Experience in an administrative team assistant coordinator or comparable support role.

• Excellent administrative skills with strong attention to detail accuracy and discretion when handling confidential information.

• Highly organised with the ability to prioritise tasks manage competing deadlines and work calmly under pressure.

• Strong written and verbal communication skills with accurate spelling and grammar and the confidence to liaise professionally with internal colleagues and external contacts.

• Proactive self-motivated and able to use initiative while knowing when to escalate issues.

• Client-service orientated professional and accountable in approach.

• Good team-working skills and a collaborative inclusive approach.

• Solutions-focused with good problem-solving skills and a willingness to improve processes where appropriate.

• Good working knowledge of all Microsoft applications including Word Excel PowerPoint Outlook and Teams with the ability to use these tools to manage diaries and inboxes maintain trackers prepare documents and presentations and support effective team collaboration. Able to use Excel to collect organise and process data accurately to support reporting and team administration.

• Comfortable using or willing to learn AI tools and automation to improve efficiency streamline administrative processes and support high-quality document data and communication workflows.

• Some experience supporting projects events or committees would be desirable.

• An interest in pro bono responsible business charity community or sustainability work would be helpful but this is not a legal advisory role.

Career Level:

The career level assigned to this role is level 1. The career level framework provides a formal structure for the business services functions at the firm. The framework which ranges from level 1 to level 7 clearly defines the responsibilities skills and competencies required at each level.

Here at Simmons & Simmons:

At Simmons we are proud of our collaborative open and non-hierarchical culture where everyone is treated with respect and dignity and the wellbeing of our people is paramount. Our dynamic minds work as one integrated team partnering with leading organisations on inspirational and thought-provoking projects that…