Regalia & Event Coordinator

Reeds Graduation; Melbourne; On-site; AUD 60,000 - 75,000; Full time

Job summary

Reed Events is seeking an organised Regalia & Event Coordinator to manage ceremonies, from bookings and stock prep to gown returns on the day. You will also step in as Event Coordinator when needed and support the warehouse and office as required.

The role requires hands-on coordination, the ability to lead casual staff, and flexibility for early starts, evenings and weekends. Travel interstate and overseas is expected during peak periods.

Qualifications

• At least 1 year's experience in event coordination or event management.
• At least 1 year's experience supervising or leading staff.
• Good skills in Microsoft Office, especially Excel and Word.
• Available for early starts, evenings and weekends in peak graduation periods.
• Happy to travel interstate and overseas, including overnight stays.
• Flexible, adaptable and willing to work wherever you're needed.
• Desirable: Certificate III in Business Administration or Management (or equivalent).
• Desirable: Knowledge of academic dress.
• Desirable: Experience with online booking platforms.

Responsibilities

• Prepare regalia stock for each event using student registration data from our online booking platform.
• Order stock, track collections and returns, and follow up items that haven't come back.
• Cleaning of regalia stock and repairs, and keep equipment like iPads and wi-fi units ready to go.
• Pack, load and unpack regalia and equipment, including loading trucks.
• Set up regalia rooms so graduates move through quickly and efficiently.
• Plan events from start to finish and liaise with university staff.
• Source, train, roster and supervise casual event staff within budget.
• Lead onsite operations and sort out problems on the day.
• Write pre- and post-event reports.
• Debriefs with University staff post graduation online and in-person where required.

Skills

Event coordination

Staff supervision

Flexibility

Education

Certificate III in Business Administration or Management (or equivalent)

Tools

Microsoft Excel

Microsoft Word

Job description

We're looking for an organised, hands-on Regalia & Event Coordinator. You'll manage regalia for our ceremonies, from graduation bookings and stock preparation through to graduates collecting and returning their gowns on the day. You'll also step in as Event Coordinator when needed. Being a small team, we move people to wherever the business needs them most. You'll mainly work in regalia and events, but you may also be assigned to other areas as required by the business including the warehouse and the office. Rosters and schedules can change at short notice during busy periods.

Key responsibilities

Prepare regalia stock for each event using student registration data from our online booking platform

Order stock, track collections and returns, and follow up items that haven't come back

Cleaning of regalia stock and repairs, and keep equipment like iPads and wi-fi units ready to go

Pack, load and unpack regalia and equipment, including loading trucks

Set up regalia rooms so graduates move through quickly and efficiently

Plan events from start to finish and liaise with university staff

Source, train, roster and supervise casual event staff within budget

Lead onsite operations and sort out problems on the day

Write pre- and post-event reports

Debriefs with University staff post graduation online and in-person where required

About you

At least 1 year's experience in event coordination or event management

At least 1 year's experience supervising or leading staff

Good skills in Microsoft Office, especially Excel and Word

Available for early starts, evenings and weekends in peak graduation periods

Happy to travel interstate and overseas, including overnight stays

Flexible, adaptable and willing to work wherever you're needed

Desirable: Certificate III in Business Administration or Management (or equivalent)

Desirable: Knowledge of academic dress

Desirable: Experience with online booking platforms

About us

Reed Events runs graduation ceremonies for universities and institutes in Australia and overseas. That covers academic regalia, ceremony production and our Digital Ceremony Suite. We also manage a wide range of merchandise products at events. We're a small, close-knit team, and we help make one of the biggest days in our graduates' lives run smoothly.

Varied work where no two weeks are the same

Travel to events in Australia and overseas

Being part of graduates' milestone moments