executive assistant travel checklist

The ultimate business travel checklist for executive assistants

Planning your boss’s business travel can be overwhelming, especially when you're the one behind the scenes making it all happen. As an executive assistant, the success of each trip falls partly on your shoulders.   

But don’t worry, we've got your back. Here’s everything that should be on your checklist when planning travel for your boss (or other travelers on your team):  

1. Know what your boss prefers   

Before you get to booking, get a feel for your executive's travel style. Are they a window seat lover? Do they collect hotel loyalty points? Are they comfortable in economy class or do they usually sit right up front? Knowing their preferences from the start streamlines the booking process and ensures a happy traveler.  

If you're keeping track of this information manually, working with a travel management company can help you create profiles to save this information once and automatically apply any time you’re booking travel for your team members. You can easily keep track of preferences, loyalty program numbers, and travel details, which will save you time and headaches.  

2. Create an easy-to-read itinerary  

Nobody likes a messy itinerary. Use a template that covers flights, hotel reservations, meeting schedules, and any after-hours escapades. A clean, organized itinerary is the ticket to a stress-free journey, and ensures the traveler can find the information they need quickly.  

There are loads of apps out there that help you pull all of the trip components into one place. And if you’ve already got a TMC you work with, you’ll be able to access a detailed itinerary that covers all of the travel elements you book with them. On top of that, some even offer a mobile app so your boss can easily access their itinerary, and other features like Live Chat.   

3. Know who to call in an emergency  

When your boss is traveling, they may run into a situation where they need assistance with cancelations, delays, or other bumps in the road. It can help to give them a card with the phone numbers and contact info of your dedicated travel consultant, emergency after-hours support, or instructions on how to access Live Chat. This will save them from worrying about time-zones or waking you up in the middle of the night.   

4. Don't forget travel insurance  

Unexpected hiccups happen. Whether it's a missed flight or a sudden illness, travel insurance is your safety net. Make sure you know the details of your company travel insurance policy and have the info readily available for your boss to find. It might seem like an extra step, but when the unexpected occurs, you'll be glad you took it.  

5. The document dance: Visa, passport, repeat  

Gather those crucial travel document details like a seasoned pro. Make sure traveler passports are up-to-date, visas are squared away and have digital and physical copies on file. A pro travel booker is always prepared.  

And if there are rules or travel advisories that you’re unsure of, your dedicated travel consultant can help you identify the destinations that require additional documentation to simplify your life.   

6. Nail down the perfect car rental  

If wheels are needed in destination, sort out the car rental puzzle in advance. Confirm their preferences and make sure that they're signed up for any programs that allow them to glide smoothly from the airport to the driver’s seat.  

Did you know that with a digital travel platform like Melon, you can book everything you need in one place? Book a demo to see how it works !  

7. Know your ground transportation options  

There are times a car rental will be out of the question. Coordinating local ground transportation might feel like it requires military precision. Whether you’re booking airport pickups or black car in-city travel, you’ll want to make sure your executive's journey is smooth and stress-free.   

Not sure where to start? Consider looking into Uber for Business, or reach out to your dedicated travel consultant for help booking other private cars and charters.  

8. Don't forget business cards  

Business cards may seem old-fashioned, but they're still an important tool when networking or attending events. Ensure your executive has a stack packed with them for their trip.   

9. Roll with the changes  

Even the best-laid plans can go awry if there are disruptions once a traveler hits the road. And while those late-night calls can be a pain, keeping all the information you need easily accessible makes all the difference. Make sure your boss has important contact information on hand and that you also have it should they need to reach you when you’re away from your desk.   

BONUS: Here’s a simple checklist to make sure you’ve got everything ready: 

Travel details: .

• Flights booked 
• Accommodation/hotel booked  
• Car rental or local transportation booked 
• Travel itinerary  
• Travel documentation up to date: VISAs, passports, additional documents 
• Google maps printed or app on phone 
• Travel management app (Melon Mobile App) 
• Loyalty or reward memberships added to bookings 
• Contacts communicated for any last-minute changes or emergencies 

Event or meeting details: 

• Locations outlined for planned meetings or events 
• Packing list with notes on dress code for events or destination specific requirements 
• Business cards 
• Recommendations for any great restaurants in the area 

Feeling the need for even smoother business travel planning? Book a demo with our travel experts here. 

• Travel & Expense Management Software
• Employee Tax Benefits
• Branch Petty Cash
• FleetXpress
• Prepaid cards
• World Travel Card
• Customer Speaks
• Press Release
• Partner with us

How to Make Travel Checklist for Executive Assistants?

Table of Contents

Executive assistant travel checklist

As an executive assistant, you’ll create Excel spreadsheets one moment and pick up a bouquet of flowers the next. You might leave the office at 5 pm sharp for weeks, then need to pull a random all-nighter—or two. 

According to Zippia, there are over 350,000 executive assistants in the United States alone. Being an executive assistant can sometimes be stressful, but it’s unquestionably rewarding.

Part of being an executive assistant is becoming your boss’s personal travel agent, which includes the planning and smooth execution of business trips. Planning a personal vacation is stressful enough—but planning a full-on, professional business trip for your boss?

In this article, we’ll take a look at the essential to-do items for executive assistants, so you can rest assured that your exec will have the most enjoyable business travel experience possible.

Also, Read: What are Business Travel Expenses?

Why is the travel checklist for executive assistants important?

Business travel differs from leisure travel in that there are specific company objectives that need to be accomplished. For example, executives may be trying to secure a deal with a new client or reviewing the finances of a different company branch.

Due to the stress of accomplishing these company goals, most executives demand a certain level of comfort while traveling; they expect the planning and logistical parts of the process to be taken care of for them. 

This is the job of the executive assistant. 

Given the sheer quantity of preparatory tasks that need to be completed and details that need to be checked and rechecked, a comprehensive checklist should be an essential piece of the executive assistant’s travel planning process.

What should you include in the travel checklist?

A good travel checklist should include all the major, obvious tasks to the smallest, most minute details. It’s especially important to include emergency backup plans in case flights get canceled or meetings get rescheduled. 

You should also include any seemingly insignificant considerations that, though potentially unnecessary, may leave your executive impressed by your commitment and attention to detail.

How to create a travel checklist for executive assistants?

Your screen lights up with a message from your boss. He needs to travel for an important meeting with a wealthy client, and the client hasn’t yet specified exactly where – but the meeting is next week!  Where do you begin? First, take some deep breaths.

Start by creating a checklist template in a spreadsheet or text document. Keep it organized, and make sure the layout is intuitive and easy for you to skim through. 

As opposed to lumping everything together into one haphazard list, it’s helpful to create a timeline and break your list down into six stages: 

• Before booking
• Trip planning
• After booking 
• Before departure 
• During the trip

6 stages of travel checklist for executive assistants

1. travel checklist: before booking a trip.

Now that you know this business trip is in the pipeline, you can immediately gather generic data.

• Passport – For international travel, the passport is an essential document. Confirm that your executive’s passport has not expired and research visa requirements for the destination country. Some visas can be obtained online, while others can be issued upon arrival. If you must obtain the visa online, be sure to begin this process as soon as possible, as there is often a significant amount of paperwork and sometimes delays.
• Personal information – Write down your executive’s travel preferences: mode of transportation, restaurants, dietary restrictions, and mode of communication. Make a note if they are frequent flyers and may be entitled to discounts.
• Corporate policy – Refresh yourself on your company’s corporate travel policies ; this includes travel best practices, as well as budgets and permissible spending limits based on employee grade. Doing this groundwork now will ensure that the rest of the trip falls safely within the bounds of the company’s policies. Happay is a travel management software that can largely automate this process, reducing your pre-trip workload. If your company has travel insurance, gather all necessary documentation.
• Emergencies – Create a list of emergency contact information for your executive. Include phone numbers and email addresses.

Quick Read: What is a Corporate Travel Program ?

2. Travel checklist: When planning a trip

Finally, your boss messages you again with more information: he’ll be going overseas to London to meet with a supplier.

Now that you know the intended purpose and destination of the trip, you can start planning with a greater degree of specificity.

• Arrival logistics – Assemble a list of items needed upon arrival, like passports, bank statements, visas, or COVID-19 documentation. Make sure your executive has a phone plan that will work in their destination or book hotels that offer wifi. Be aware of any time zone differences.
• Payment methods – While you can certainly plan for your boss to withdraw foreign currency upon arrival, prepaid corporate travel cards are an ideal way to pay internationally. Happay’s World Travel Card offers zero cross-currency markup fees, making it a convenient and cost-effective solution.
• Accommodation – Keeping in mind your executive’s hotel preferences, book accommodations that are geographically and logistically sensible. Hotels should be conveniently located, and coordinate check-in and check-out times beforehand to match your executive’s business schedule. With the use of travel management software , you can often negotiate for better rates with frequently used hotels and preferred vendors, as well as streamline the entire process of booking travel arrangements.
• Transportation – Make sure you arrange car services from the airport beforehand for a seamless arrival experience. If your executive needs a car rental, make sure to gather all insurance information, as well as directions to the various destinations.
• Collaboration – Executives often enjoy traveling with other business partners; if this is the case, you will need to work with their executive assistants or administrative assistants to coordinate schedules.
• Itinerary – Create a simple, easy-to-read travel itinerary, complete with meeting times, travel times, hotels, and ground transportation methods. As the departure date gets closer, certain things will change—so be prepared to make edits.

3. Travel checklist: After booking a trip

You’ve completed the bulk of the planning process, but now it’s time to check and double-check the details—you don’t want your executive checking into a hotel with a reservation you accidentally made for 2024!

• Confirmations – Whether for flights, hotels, or transportation, run through every single booking you’ve made to ensure you’ve received some sort of confirmation. It may also help to write down the various confirmation numbers in case your executive needs them while traveling.
• Trip simulation – Carefully and thoroughly review every item on the travel itinerary, imagining you were in your executive’s shoes. If you were traveling, what other helpful logistical information would you want on the itinerary? What isn’t necessary? Make changes accordingly.
• Personal time – What can you add to the itinerary that isn’t necessarily business-related but that you know your executive would appreciate? Schedule time for buying family souvenirs or simply resting and relaxing if you think your executive would appreciate it.

Suggested Read: A Guide to Travel and Expense Management (T&E) Process

4. Travel checklist: Prior to departure

Your executive leaves in 24 hours, so this is your last window to make any vital adjustments.

• Make changes – There are bound to be more last-minute changes in the twenty-four hours before departure: maybe your executive’s client is now arriving one day later, or your executive has a pressing family matter and will miss his flight. Anticipate these changes and integrate them into your travel itinerary punctually. 
• Double-check everything – This is perhaps the most crucial step. Conduct a final run-through of the itinerary, again putting yourself in your executive’s shoes. Fine-tune any last adjustments and then email, text, or print out a final copy.
• Travel documents – It’s time to provide your executive with the documentation that you gathered early on in the planning process. Hand over a neat, organized folder with a finalized itinerary, passport photocopies, COVID-19 information, visas, bank statements, travel insurance information, corporate credit cards , business cards , emergency contact numbers, and maps.

5. Travel checklist: While your executive assistant is traveling

You may need to assist with any problems your executive encounters while traveling. No matter how precise your planning is, unexpected events will always pop up.

• Be on-call – It’s important to be reachable at all times during the trip in case there are any cancellations, modifications, or even just questions from your executive. For instance, you can make a personal note of when your executive has important transfers or close appointments.
• Personal confirmations – Though not always necessary, it can’t hurt to call the hotels and transportation services a few hours before arrival to confirm check-in, check-out, and pickup times.

6. Travel checklist: When your executive returns

You’re almost finished! There are a few more important tasks to complete upon your boss’s return.

• Gather documents — Collect all receipts, expense reports , and company documents from your executive and file them accordingly. Here again, an automated travel management system can make this process stress and error-free, as documents can be filed electronically and automatically categorized within the software for easy approval and reconciliation.
• Get feedback — Ask your executive how the trip went. What was good or bad? What can be improved? Use the feedback to make changes and incorporate them on the next trip.

Also, Read: 6 Ways to Improve Your Travel Policy Compliance

Business travel tips for executive assistants

• Stay organized – It’s much easier for small details and considerations to slip through the cracks if you’re not organized. Take the time to categorize your checklist properly; your future self will thank you!
• Simplicity is king – When creating a travel itinerary, make it as simple, intuitive, and easy to read as possible. Use bold fonts and color coding to highlight essential activities.
• Check and double-check – Put yourself in your executive’s shoes, and run through every step of their travel schedule. Consider what documents or details you would appreciate if you were traveling, and plan accordingly.

How the Happay travel management system can help executive assistants?

1. streamlined process from one platform.

• Happay’s travel management software is an end-to-end SaaS that unifies all travel and expense processes into one platform. 
• Use Happay’s automatic data transfer feature to easily integrate your existing accounting, HR, and ERP systems.
• Traveling executives can download the mobile app and use Happay’s intelligent AI scanning to electronically capture and file receipts, eliminating the need for executive assistants to collect and organize hard-copy receipts upon return. 
• The Smart Analytics feature combines all travel and expense data from every source into easy-to-read charts and graphs, allowing you to spot trends easily and make changes.

2. Compliance controls

• Happay’s smart automation ensures that everyone, from executives to low-level employees, sticks to the rules. Since travel and expense policies are built into the system’s architecture, manual checks, and errors are eliminated.  
• Approvals happen faster than ever with Happay’s flexible, multi-level trip and cost approval system.
• Corporate travel policies and spending rules are built into the platform, eliminating non-compliant expense claims .
• Happay’s Smart Audit feature automatically flags restricted items, falsified and inflated claims, duplicate receipts, and more.

3. World Travel Card

Happay’s World Travel Card eliminates the need for executive assistants to keep track of pending reimbursements.

• The World Travel Card has zero cross-currency markup, which means you can use it to withdraw cash in a foreign currency with no exchange rate fees.
• You can place limits on specific cards, so employees don’t overspend.
• The card lock and unlock features give you the ability to activate and deactivate specific cards as needed, eliminating fraudulent spending.
• For pre-approved employees, money can be loaded onto specific cards anytime and anyplace, with zero reload fees.
• Both physical and virtual cards are available, allowing for contactless payments.
• Both startups and enterprises can apply for the World Travel Card.

Suggested Read: A Guide to Corporate Travel Management

The executive assistant is responsible for organizing the logistics of corporate travel, from the pre-planning stage until the trip’s conclusion. Without a detailed checklist, it can be nearly impossible to effectively plan a successful trip with no hiccups. 

Every exec has different travel needs depending on the nature and destination of the trip. Still, this article can serve as an outline for your own personalized travel checklist (along with a travel management software solution like Happay!)

Executive assistants meticulously plan for every stage of the travel process, from beginning to end. Usually, this is accomplished through a customized travel checklist and a travel management software solution. Since no two trips are the same, it is the job of the executive assistant to be aware of the unique requirements of each business trip, and plan accordingly.

Depending on the nature of the business trip, executive assistants are sometimes asked to accompany their boss. Usually, this is reserved for trips that are expected to be demanding and stressful. In these scenarios, the executive assistant is responsible for smoothing out the trip’s logistics, allowing the executive to focus on meeting the company objectives.

First, an executive assistant needs to gather all information about the executive’s meetings and schedule, as well as transportation and accommodation preferences. Once all travel information has been compiled, the executive as

The position of executive assistant exists for the benefit of the executive. Although it’s not always an ideal use of time, executive assistants are sometimes asked to run personal errands. These include everything from buying items at a store, to making leisure travel arrangements for the executive’s family members.

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3 Must-Have Travel Profile Forms

October 10, 2022

Want to know the 3 Must-Have Executive Travel Profile Forms that every Executive Assistant should have? These are three tested and approved Travel Profile Forms you need to know about.

Most Executive Clients will eventually have Travel on their Agenda, which they want you to plan and organize for them. Travel Profile Forms are convenient and will keep you and your Client organized during domestic and international air travel.

Having experienced clients myself who have been traveling regularly, I created 3 Travel Profile Forms, which you can print out and fill in or further customize in Adobe Illustrator. You can use the domestic or International version, with includes an Itinerary.

After using and perhaps further customizing these Travel Profile Forms, you will be a pro, and your client will be ready for travel in no time.

This post is all about customizable Executive Travel Profile Forms that every Executive Assistant should have. Please click the Headings below to download the free PDFs. 

Free Executive Travel Profile Forms

1. travel itinerary   (domestic).

The Domestic Travel Profile Form includes a Pre-Travel checklist to ensure important documents and other must-haves will make it into your client’s suitcase.

2. Travel Itinerary (International)

The Internation Travel Profile Form version includes a more elaborate Pre-Travel checklist.

3. Travel Profile Form

Keep your client’s information all in one space. You can also upload this form to your digital list-making application, such as Trello, or just print it out and keep it in your client’s binder.

This Form is also very useful to give to your client at the beginning of your work engagement so that you will have all the necessary travel information for later on.

Tripit is an application I enjoy and recommend using for Travel Planning, especially if the travel is more extensive and/or of personal nature.

Tripit offers these Templates to travel agencies/vendors for their customers. I find them very useful as a Template for my client’s personalized travel agendas.

This Post was all about Travel Profile Forms, which help you to be as prepared as possible when organizing your client’s travel.

Welcome! I am Mel, and I have been an Executive Assistant/Virtual Assistant for over 20 years. I genuinely love this profession and am excited to share my professional and personal experience with you. The Elite Executive Assistants is a platform that aims to inspire, support, and educate the Executive Assistants Community in their vigorous & significant Roles. We thrive when our CEO’S & Executive Leaders thrive, and our supportive force, empowers them and their businesses to be successful.

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The Ultimate Travel Packet for Your Executive’s Business Travel

A journey of a thousand miles may begin with a single step, but a successful business trip begins with a kick ass travel list. This goldmine checklist, complete with useful tips organized by category, was created specifically for traveling executives after a Ninja asked what to include in a travel packet for the boss’s upcoming trip. So of course, we went straight to the experts: the OfficeNinjas Ambassadors.

This list is comprehensive, packed with Ninja-approved items and hacks for every possible situation we could imagine. But you should feel free to edit and make it your own go-to guide for business travel. Pare down, make tweaks, and add special exceptions tailored specifically to your company and team. Once you have the Ultimate Packing List customized to your boss’s specific needs, prepping for an upcoming trip will be the easiest part of your day.

• Include the confirmation/reservation numbers, phone numbers, and addresses for flights, trains, rental cars, cabs, and hotels.
• Include estimated travel time from the airport to the hotel or other destinations, as well as information on potential delays due to traffic, road construction, and inclement weather.

Ninja Tip: Send your boss a meeting request with airline details (terminals numbers, flight and seat numbers, departure and arrival times, etc.) in the subject line so that travel time is blocked out and the information is instantly accessible. For example-  Subject: Alaska 309 (SFO-SEA): lv 735pm arr 924pm, conf# AP35IRE Location: Seat 24A (window).

Ninja Tip: Once you’ve hammered out all the details, funnel them into PackPoint  so you and the traveler can both access the full spread on a convenient app.

LUGGAGE TAGS

Ninja Tip: Keep a pack of affordable luggage tags in the office as a backup.

MAPS & DETAILED DIRECTIONS

Ninja Tip: Install a map app, like Waze  or Google Maps , on your boss’s phone. You can even download an area for offline use in Google Maps, in case of a poor signal. Screenshots of entire routes can also be saved.

LOYALTY MEMBERSHIP NUMBERS

Track all frequent traveler membership numbers for airlines, hotels, dining, and rental car companies in one place using TripIt or Points .

PARKING INFO & COSTS

Use Spot Hero to reserve parking spaces in advance, and ParkMe  to locate spots.

LOCAL HOST CONTACT INFO

e.g. the client’s admin, office manager at satellite office, etc.

LOCAL SPOTS TO DECOMPRESS

Download one of these apps to your boss’s phone. They allow users to book hotel rooms by the hour so your exec can catch up on emails or even take a nap:

• Hotels by Day

TRAVEL DICTIONARIES & PHRASEBOOKS

Ninja Tip: Purchase travel dictionaries/phrasebooks or download a translation app to your exec’s phone (for international travel). Popular options include:

• Google Translate
• Lonely Planet Phrasebook & Dictionary ( Spanish , French , Mandarin , Japanese , German )

PROTOCOL FOR LAST-MINUTE ITINERARY CHANGES

Clarify who should take the lead on resolving conflicts and rescheduling travel.

PROVIDE TRAVEL ITINERARY TO EXEC’S FAMILY/PARTNER

Meeting Prep

BRIEF BIOS ON MEETING ATTENDEES

Download Charlie  on your exec’s phone. Charlie combs through a bunch of online sources and will send your exec a one-pager on who they’re going to meet before even seeing them.

Ninja Tip: Include suggested topics of conversation as well as personal details that may cause someone to be distracted or unengaged (like a recent birth or death in the family)

NOTES ON BUSINESS ETIQUETTE

Appropriate behavior varies greatly from culture to culture, refer to this infographic to ensure your exec is properly informed.

EXTRA BUSINESS CARDS

An obvious item but one that’s commonly forgotten!

LOCATIONS FOR SMALL MEETINGS & ONE-ON-ONE CONVERSATIONS

These apps identify and reserve on-demand meeting space:

Ninja Tip: Walk Score will tell you if they need to travel by car to get there.

DRESS CODE FOR MEETINGS & SOCIAL ENGAGEMENTS

From casual to white tie, this attire guide breaks it down for you.

HEALTHY SNACKS FOR HEAVY MEETING DAYS

Try these healthy options:

• Love With Food
• Quest Nutrition Protein Bars and Chips
• And don’t forget mints , pocketmist , gum , or breath spray

Financial Considerations

CORPORATE CREDIT CARDS

Remind your exec of these tips for traveling with plastic overseas.

CLEAR, ZIPPERED ENVELOPES

Pouches  for receipts and small miscellaneous items.

EXPENSES REPORTS OR APP

Blank expense reports or ensure that your office’s expense reporting app has been downloaded to your boss’s phone.

Ninja Tip: Download an app that lets your boss scan documents or receipts and save them as PDFs, such as Tiny Scanner , Smart Receipts , Expensify , Abacus , or Shoeboxed .

CURRENCY CONVERSION APP

Download a currency conversion app to your boss’s phone for international travel. Popular options include XE Currency , Currency Converter , and Convert Pad .

Local Points of Interest

HIGHLY REVIEWED BARS AND RESTAURANTS

Check Yelp , Opentable , TripAdvisor , and Zagat before providing your exec with recommendations.

STORES THAT SELL SOUVENIRS AND COLLECTORS’ ITEMS

Ninja Tip: Does your exec’s loved one have an affinity for snow globes or any other trinket? Let your boss know where he/she can purchase these personal items. Boom. You’re now a hero to your boss.

ATTRACTIONS & ACTIVITIES WITHIN WALKING OR SHORT DRIVING DISTANCE

• Parks and historical monuments
• Museums and theaters
• Fun/quirky exhibits

Ninja Tip: Check out AroundMe for nearby amenities.

There you have it, Ninjas! The Ultimate Exec Travel Packet. Let’s recap:

The Ultimate Exec Travel Packet:

• Travel itinerary
• Luggage tags
• Maps and detailed directions
• Loyalty membership numbers
• Parking info and costs
• Local host contact info
• Local spots to decompress
• Travel dictionaries & phrasebooks
• Protocol for last-minute itinerary changes
• Provide travel itinerary to exec’s family/partner

MEETING PREP

• Brief bios on meeting attendees
• Notes on business etiquette (for international travel)
• Extra business cards
• Locations for small meetings and one-on-one conversations
• Dress code for meetings and social engagements
• Healthy snacks for heavy meeting days

FINANCIAL CONSIDERATIONS

• Corporate credit cards
• Clear, zippered envelopes
• Expense reports or app
• Currency conversion app

LOCAL POINTS OF INTEREST

• Highly reviewed bars and restaurants
• Stores that sell souvenirs and collectors’ items
• Attractions and activities within walking or short driving distance

Do you have any additional items or Ninja Tips to add to the Ultimate Exec Travel Packet? Leave your ideas in the comments section!

I provide full itineraries for any of my traveling staff via PDF to their email. This way, they can have it on their smart phone, iPad, etc., as well as providing copies to family as needed. I post a copy in my office so when someone asks “Where is _____?” I don’t have to go searching. The itineraries always have all flight details, any car rental info, hotel confirmation numbers, any necessary phone numbers, email addresses, addresses for the offices/conference centers, etc. When I have multiple staff traveling to the same place from different locations, everyone has the full itinerary of arriving/departing flights so they know they can meet up at the airport and share a cab or a car. I’ve spoiled everyone with the itineraries. I even do them for myself when I travel.

Spoken like a true Ninja! It definitely sounds like those spoil your team… who knows what they would do if you set them up with some apps too! Do you start each itinerary from scratch for each trip, or keep a template somehow?

I use a 8 1/2 by 11 clear envelope for our CEO and put a copy of his flight itinerary on one side and his hotel on the other. This way he never has to open the envelope but flips from airport side to hotel side until he arrives. When he gets there, he pulls out the hotel portion and behind it is all his papers for his conference/meeting. He slips all his receipts in the envelope throughout the trip and brings the envelope back to me when he returns to fill out his reimbursement. I recently filled out a more detailed one page itinerary for another one of our executives with all her information of where she needed to be – flight numbers, hotel details etc. She preferred this method and I sold her on the clear envelope to carry everything in.

Great tip. Thanks for sharing, Lisa!

This is what I do, Lisa.

This is great! Thank you :)

You’re welcome, Carole! How often do you plan business travel?

Comments are closed.

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Working with a busy Executive who is continually travelling can be an all-consuming task for Executive Assistants, especially when they have a lot of additional tasks that need their attention.

Managing complex travel itineraries for Executive Assistants and Personal Assistants is a must-have skill. Here, at Practically Perfect PA, we have plenty of travel management tips for Executive Assistants that will help you plan every business trip down to the finest detail.

These travel management tips for Executive Assistants will give you plenty of ideas that really will help even the busiest Executive stay organised when travelling for business. Our guides include travel management tools and technology, hotel booking and planning itineraries.

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The Executive Assistant's checklist for travel planning

Your go-to list of essentials to remember, when planning your next trip.

The checklist includes

Questions to ask before you book the trip, essentials to remember when you're planning your next trip, access to our travel itinerary template.

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Browse our executive assistant templates below:.

Executive Assistant Daily Checklist

Our most popular free resource is our Executive Assistant Daily Checklist. It is a simple spreadsheet which lists the most common tasks an executive assistant will need to perform each day.

Executive Meeting Agenda Template

When you send a meeting invite, most recipients will expect to be able to review the agenda before attending the meeting. Use this meeting agenda template for you next meeting.

Minute Taking Template

One important role of an executive assistant is minute taking, and our template will ensure you capture all the important details so your executive can stay informed about what was discussed at every meeting.

Executive Assistant Email Signature Template

If you’re a new executive assistant, one of your first jobs will be to setup your email signatures, and possibly update the email signature of your manager as well. Use this template to save time and ensure your signature has all the important details. These will work for all the popular email clients, including Outlook and Gmail.

1:1 Meeting Template

Maximize the time spent 1:1 with your executive using our 1:1 meeting template. Our template ensures you discuss all the main topics you want to cover and can track the outcomes efficiently.

Executive Assistant Travel Itinerary Template

Managing an executives travel itenerary can be one of the more stressful tasks you’ll need to undertake as an Executive Assistant. One misstep, and it can all turn to shambles. Use our Executive Assistant Travel Itinerary Template to ensure all boxes are ticked.

Phone Messages Template

Ensure you capture all the important details of every phone call using our simple phone messages template.

Printable Executive Assistant Daily Checklist

Our printable Executive Assistant Daily Checklist is one of our most downloaded executive assistant templates. We update it frequently so get it today to ensure you get the latest version.

Cover Letter Template for Executive Assistants

If you’re applying for Executive Assistant jobs you’ll need both a CV and a cover letter. Use this cover letter template for Executive Assistants to ensure yours stands out from the crowd.

About our free Executive Assistant Templates...

Our Executive Assistant Daily Checklist helps to streamline your day to day operations as an executive assistant, and ensures all the essential daily tasks are completed.

Use this template if you want surety you are keeping on top of your daily responsibilities, keeping track of all appointments, and are ready for any upcoming events or meetings.

We find that those that make use of our daily checklist have increased productivity and are a little less stresses, which is what every executive assistant wants.

Our checklist is provided as a Google Sheets file that you can either duplicate for yourself, or download and edit as an Excel file. It can also be printed if you prefer a more hands-on approach.

Simply tick of each item on the checklist each day, and you’ll get a good sense of accomplishment of what has been done, and a clear view of what remains to be done.

Our Executive Assistant Meeting Agenda Template is provided as a Google Doc that can be duplicated into your own drive, or downloaded and edited or printed to suit your own needs.

We’ve found it to be an essential document when organizing efficient meetings as the executive level.

Our template helps you outline the key topics, discussions, and decision-making items that need to be addressed during an executive meeting.

An effective meeting is structured in a way that ensures all critical topics are covered in the allocated time. The agenda ensures there are clear objectives and a structed flow of the meeting. Using this template you can ensure that discussions remain focused and on track, and that every minute of the meeting is used productively.

Download our minute taking template if you need a tool designed to accurately record and document the proceedings of any meeting. It’ll capture the essence of the discussions, decisions made, and actions assigned.

Using this minute taking template will ensure that there is a clear and concise record for future reference.

Meeting Planning Checklist

Use our meeting planning checklist to ensure a thorough preparation and execution of a successfull meeting. This checklist serves as a step by step guide to ensure everything is considered and planned before, during, and after an executive level meeting.

We find people using this checklist avoid last-minute hassles which are a big source of stress in an executive assistants role – there is no worse feeling then not being prepared for gathering of executives.

An email signature provides essential contact information and represents yourself as the executive assistant and your executive in a polished and professional manner.

Within our template is your name, position, company, phone number, email address, company website, physical address, social media links, company logo, and room for a legal disclaimer or confidentiality note.

Download this template and remove what you don’t need, and keep what you do need. Then simply customize it to suite before uploading it into your email software.

1:1 meetings can often feel unproductive if you don’t approach it in a structured manner, which is why we have created our 1:1 meeting template for executive assistants.

This template helps in organizing the meeting’s content and ensuring that both parties benefit from the dedicated time to discuss progress, challenges, and development opportunities.

It serves as a tool to ensure that key topics such as project updates, feedback, career development, and personal concerns are addressed.

This travel itinerary template ensures that all travel components are clearly outlined, making trips smoother and more manageable for busy executives.

This template is used to consolidate travel details in a single, easily accessible document.

It includes all pertinent information regarding flights, accommodations, meetings, and other travel-related activities.

The aim is to provide the executive with a clear, concise itinerary that can be quickly referenced, ensuring they are always aware of their schedule and logistical details.

This template is particularly useful for executive assistants or office staff who often handle incoming calls and need to document messages for future action or reference.

It provides a consistent format for recording caller information, the essence of the message, and any required follow-up actions.

The Printable Executive Assistant Daily Checklist we provide is similar to our other daily checklist mentioned further up the page, but this one is in a ready-to-print format as an A4 PDF.

Print this double sided and tick through it each day to ensure you stay on top of tasks.

Executive Assistants using our Cover Letter Template will present themselves in a professional and polished manner, significantly enhancing their chances of making a positive impression on potential employers.

It ensures that their cover letter is well-organized, clearly articulates their qualifications, and demonstrates how they can add value to the organization.

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Essential Business Travel Itinerary Templates for Successful Trips

Planning travel itineraries is one important aspect of an Executive Assistant’s work. Executives usually travel to meet key business partners, pursue game-changing deals, and attend high-profile conferences and meetings. The success of these mission-critical travel plans rests in the hands of smart, capable Executive Assistants (EAs).

To help EAs ace every trip, we’ve created business travel itinerary templates that steamline the travel planning process and establish a consistent standard itinerary that executives will love receiving again and again.

Many of these templates came straight from our Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation.   

Conference Travel Itinerary

To have the most successful conference experience possible, executives must follow a military-precise schedule. Conferences demand careful planning over spontaneity; if an attendee wants to network with certain people and attend certain sessions, then they have to follow a carefully engineered itinerary that heavily focuses on logistics.

Must-have details for a conference travel itinerary:

• The trip’s overall arrival and departure times and essential transportation details. When does the executive need to leave home to make it to the airport? Will she provide her own transportation or has that been pre-arranged? Consider all the little questions you subconsciously ask as you plan your own trips, and include the answers as itinerary details.
• Travel confirmation/reservation numbers, (These are good to have on hand to make trip details easy for customer service representatives at different transportation hubs to look up if there are questions or issues with the executive’s plans.
• Parking details, including restrictions, costs, and physical addresses for parking lots and garages, at all destinations. (A tricky parking situation could equal missed meetings or conference sessions.)
• Seat numbers. (It’s always helpful for a traveler to memorize these.)
• Addresses of the relevant transportation hubs, such as the airport, car rental office, and train station.
• Screenshots or printed copies of confirmation emails and tickets.
• Terminal details. (This is especially important for large airports or train stations where terminals or gates can be miles apart and require travelers to take shuttles to and from.)
• Printed maps (downloaded from online tools) to use as a backup for cell-phone GPS in areas without reliable internet.
• Check-in and check-out times and dates and also addresses for all the trip’s lodging.
• Lodging amenities. Is there an on-site gym, a spa, or maybe laundry facilities? Knowing these key details lets executives better plan trips. For example, a traveler might decide to wake up two hours early every day to hit the on-site gym before the conference starts.
• Transportation tips. Make it easy for the executive to navigate to and from the hotel. Make notes about restaurants or places of interest within walking distance to the executive’s home away from home. You could also flag hotels that offer shuttle services and hotels near reliable public transportation hubs.
• Screenshots or printed copies of relevant lodging confirmation emails.
• Meeting and conference session times and locations.
• Meal times and snack times. (No one wants to network while hangry on an empty stomach)
• Work windows. Highlight relatively open time frames when executives can plan to do follow-ups immediately after important meetings and conference sessions. Executives can also use these windows to check in on regular work and associates at the home office.
• What to wear. You might provide dressing tips based on the executive’s schedule for the day. For example, you might advise the executive to dress casually for a morning breakfast meeting, but tell them to pack a blazer to dress up the outfit if they won’t have time to change before an afternoon meeting.
• Break times and lengths. Highlight when the executive will have down time to do some work, go to the gym, or just grab coffee. Earn extra brownie points by incorporating elements, such as meditation or family phone calls, important to the executive’s daily routine.
• Recommended wake up and bed times.
• Weather forecast and packing suggestions.
• Places to eat. (Do your Yelp research to avoid leading your executive astray!)
• Travel pro tips. Outline crowded or touristy areas, high-traffic roads, and other factors influential to the travel experience.
• Contact information for people attending the executive’s scheduled meetings

Conference travel itinerary template

Media tour itinerary.

Unlike conference itineraries, media tour itineraries rely on flexibility and leeway. Plan an itinerary with plenty of breathing room in between media meetings to accommodate and even encourage the possibility that meetings will run over time. In the world of the media tour, a long-running meeting might simply mean an executive is building solid relationships with media professionals.

Must-have details for a media tour itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details, plus arrival times, departure times, and addresses for each meeting of each day. During a media tour, an executive will bounce from location to location, so it’s essential to have all the travel logistics outlined.
• Last-minute transportation options. (Help executives avoid missed meetings by making sure they have backup options in case the planned transportation choice falls through.)
• Lodging amenities.
• Transportation tips.
• Screenshots or printed copies of confirmation emails.
• Meeting times and locations.
• Dockets on the media professionals and their publications. This will help executives prepare for successful meetings.
• Work windows. Highlight relatively open time frames when executives can plan to do follow ups immediately after important meetings.
• Places of interest/recommended stops around each meeting location. The busy media tour schedule doesn’t allow executives to do much exploring. Help them get a little taste of the city by calling out easy-access pit stops.  

Media tour itinerary template

International travel itinerary.

The success of an international travel itinerary hinges on preparation designed to give travelers the tools they need to understand the basics of communicating and navigating through different countries.

Must-have details for an international travel itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details. Plan for the executive to arrive early enough to the airport to avoid any travel snafus, and be sure to include arrival and departure details for any connecting flights.
• Included relevant details on the primary mode of transportation the executive will use to navigate the other country. For example, if an American businessman is taking a trip to London, he’d likely want to have all the London Underground basics down, including what kind of pass the system requires, how to plan routes, and how to understand schedules.
• Call out relevant international travel applications that could help the executive easily get around.
• Parking details.
• Seat numbers and international in-flight meal and drink details.
• Addresses of the relevant transportation hubs.
• Details for all terminals. (This is especially important for large international airports or train stations where terminals or gates can be miles apart.)
• Lodging amenities. Does the hotel have necessary appliance adaptors? Do they offer complimentary Wi-Fi?
• Transportation tips. Recommend the best ways to navigate the unfamiliar city to make executives feel as comfortable as possible during the trip.
• Meal times and snack times.
• Work windows.
• Pull out some frequently used words in the destination’s native language, especially if most people from the destination speak a language the executive doesn’t know.
• Include key points from travel guides. Offer some takeaways about local culture, especially cultural norms that impact business interactions. These norms might include things like standard greetings, tipping practices, meeting and eating etiquette, and communication styles.
• What to wear to avoid looking like an outsider.
• Recommended wake up and bedtimes to mitigate the effects of jet lag.
• Weather forecast and packing suggestions, especially if the destination will be in the middle of a season different from the season at home.
• Places to eat. (You might also include some popular dishes and food “vocabulary” words to help executives navigate menus.)
• Travel pro tips.

International travel itinerary template

Sales roadshow travel itinerary.

Don’t ever hit the road without a well-planned sales roadshow itinerary.

Must-have details for a sales roadshow itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details for all roadshow stops.
• Include relevant details on the primary mode of transportation the executive or executive team will use to get from event to event. Is this an international roadshow, a cross-country roadshow, or simply an intrastate roadshow?
• Include check in and check out times, dates, and also addresses for all the trip’s lodging.
• Roadshow times and locations.
• Weather forecast and packing suggestions for each roadshow location.
• Places to eat along the road. (Do your Yelp research!)
• Places to stop along the road. A few quick stops at fun landmarks will help keep executives and salespeople refreshed and ready for the rest of the roadshow.  

Sales roadshow itinerary template

Personal vacation travel itinerary.

Even relaxed personal vacations can benefit from structured itineraries.

Must-have details for a personal vacation itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details.
• Screenshots or printed copies of confirmation emails and tickets
• Include check in and check out times, dates, and addresses for all the trip’s lodging.
• Lodging amenities. Does the hotel or rental house have a kitchen, home theater, swanky basement bar, pool, or ping-pong table? Travelers can better plan their trips when they know what they’ll have access to at their home away from home.
• Places to eat near the hotel or rental.
• Travel pro tips.  Customize the tips you include according to who the executive is traveling with. Include romantic spots for couples trips, kid-friendly attractions for family trips, and more.
• Outline times and details for each day’s main entertainment/event.
• Leave plenty of time for relaxing meals.
• Plan extras.  The executive will likely provide the day’s main events, but you can look up quick stops on the way to those events and the traveler can pick and choose some spontaneous stops.

Personal vacation itinerary template

Which itinerary would help you? Let us know in the comment section below!

P.S. Many of these templates came straight from our  Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation. 

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What a great idea.

This is a great resource, thank you!

Great concepts here. Great from those who do a lot of corporate traveling!

My husband travels often for his work here in Cardiff, and he asked me to find him tips on how to help with his executive travel. We love how you talked about having all the times and details on hand and making sure that you are easily able to skim and find crucial information. We will keep these tips in mind in addition to getting a professional who can help my husband as he travels.

Thanks Vivian! These tips should definitely help him while he travels.

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Streamline Your Trips: The Ultimate Executive Assistant Travel Checklist

Introduction:

As an executive assistant, orchestrating seamless travel experiences is a crucial part of ensuring smooth operations for your executive. Whether it’s a short business trip or a longer excursion, having a comprehensive checklist can be your best companion. The intention of this guide is to provide you with a comprehensive executive assistant travel checklist customized for the unique requirements of executive travel, empowering you to efficiently and effectively manage the entire process.

1. Pre-Planning Phase:

Table of Contents

• Understanding the Travel Itinerary: Obtain complete details of the trip: dates, locations, purpose, and any special requirements.
• Booking Travel Arrangements: Flights, accommodations, ground transportation, and any necessary reservations.
• Collecting Important Documents: Passport, visa, identification, travel insurance, and any required permits or tickets.
• Expense Management Preparation: Set up budget tracking tools, corporate cards, or expense reimbursement procedures.

2. Packing Essentials:

• Business Attire: Ensuring appropriate clothing for meetings, events, and any specific dress codes.
• Technology and Gadgets: Laptops, chargers, mobile devices, adapters, and any other essential tech gear.
• Travel Accessories: Travel-sized toiletries, travel adapters, travel pillow, and other comfort items.
• Executive’s Necessities: Any specialized items or materials specifically needed by the executive.

3. Coordination and Communication:

• Contact Information: Compile a list of emergency contacts, local contacts, and essential numbers.
• Confirmations and Reservations: Double-check and confirm all bookings and reservations prior to departure.
• Communication Channels: Ensure accessibility and connectivity throughout the trip.

4. On-the-Go Support:

• Time Management: Schedule reminders, meetings, and agendas in a readily accessible format.
• Executive Needs: Be ready to assist with any immediate requirements during the trip.
• Troubleshooting: Prepare contingency plans for unexpected situations or changes in the itinerary.

Conclusion:

Being an executive assistant involves meticulous planning and attention to detail, especially when managing executive travel. By employing a comprehensive executive assistant travel checklist like the one outlined above, you can significantly streamline the travel process, ensuring a hassle-free and productive trip for your executive.

Remember, adaptability and readiness are key qualities for handling any unexpected situations that might arise during travel. With this checklist in hand, you’re equipped to handle the complexities of executive travel and ensure a smooth and successful journey every time.

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The complete business travel checklist

• Passport/ID
• Boarding pass
• Laptop and chargers
• Phone charger
• Notebook and pen
• Cash and credit cards
• Reusable water bottle
• 1 set of workout clothes
• 1 suit with two matching shirts
• 1 pair of pants/jeans
• 2 nice tops
• Light fleece
• 1 pair of dressy shoes
• 1 pair of travel shoes
• Swim suit (depending on destination)
• Glasses/contacts
• Coat/rain jacket
• Razor & shaving cream
• Mini shampoo and conditioner
• Dry shampoo
• Prescriptions
• Pain reliever
• Tsa-approved first aid kit
• Moisturizer
• Portable charger
• Downloaded movies, music and podcasts
• Healthy snacks

How to create a business travel checklist

• Travel documents (forget your passport – or Real ID after October 2020 – and your trip will end before it begins)
• Business supplies/work documents
• Laptop and other tech gear and accessories
• Personal items (ID, cash, credit card)
• Personal tasks associated with getting ready to travel (itinerary planning, bookings, notifications to be made, etc.)
• It streamlines both trip planning and packing
• It keeps you focus on necessities (and ensures you forget nothing essential)
• It helps you say no to non-essential “might-needs”
• It allows you to continuously refine your business travel packing skills

What should you consider before creating a business travel checklist?

How do you know your business travel checklist is complete, best business travel checklists, what makes a good business travel checklist.

• There are the things that will vary according to the details of each trip (your wardrobe, business documents, etc.)
• And there are things that will always go, no matter what – things like toiletries. You can set yourself up for maximum business travel packing efficiency by pre-assembling these necessities so they are grab-and-go ready.

Before you use your business travel packing list

Invest in quality luggage, use suitcase accessories to your advantage, read up on how to boost your immune system before flying, consider a tech-forward travel bag, read up on hotel safety tips, buy a tsa-approved first aid kit, steps to preparing for business travel.

• Prepare to do business, whatever that entails for this trip  -- daily schedules, documents, presentation materials, etc.
• Prepare your itinerary and other travel documents  -- unless your trip will be a quick turnaround, be sure to build in some time to yourself to hit the gym, the pool, the local shops or the pillow for a nap. You’ll be happier and more productive if you’re better rested
• Prepare personally to travel  – booking your flight, hotel, etc. and making arrangements for whatever work must continue in your absence
• Prepare your trip-specific packing list  and get ready to fill your carry-on luggage

How do you know what you'll need for a business trip?

What travel documents will you need, what will you need to conduct business, what personal items will you need, how will you pay, will your phone work at your destination, will you need travel insurance, things to do before traveling on business, secure all necessary travel documents., secure travel insurance., decide which credit card to take., fully charge all electronic devices., prepare your trip-specific packing list., pack like a pro by sticking with carry-on luggage., purchase a travel wallet., research your destination ahead of time, use social media to connect with peers, plan your in-transit entertainment., set your home to “away” mode., what happens if you don't get everything done before you go on a business trip, how far ahead should you plan before going on a business trip.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
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Looking to hire ridiculously talented staff?

Ready for the dream job you never thought existed, successfully transitioning and onboarding a new executive assistant.

More than half of all executive assistants leave within two years .

Unfortunately, turnover isn’t uncommon in the executive assistant role.

Whether your assistant is moving up or moving on, you’ll need to restart the hiring process and the long journey of building trust with a new EA.

You can make that transition a little less difficult with a few simple steps. No need to dread a change in executive assistants or experience a slowdown in productivity — here are our top tips for a seamless transition.

Allow For Overlap When Onboarding A New Executive Assistant

Ideally, you’ll bring on your new executive assistant while your current one is still present to provide one-on-one training and support to help the transition go smoothly.

With this arrangement, there is a higher likelihood of a practical and in-context knowledge transfer. And, just as important as anything, it can help with morale and engagement in your team. Having a trusted team member train and give the seal of approval to someone new goes a long way.

One-on-one transition training also makes immediate feedback possible. Questions that pop up while observing or doing daily tasks get answered not with just a how-to, but with an explanation of why something is done that way.

Yet, while overlap is ideal, it’s not always possible.

Hiring an executive assistant takes time, and it might not fall within the window of your current executive assistant’s exit plans. This is when high-quality documentation comes in handy.

Create Documentation Of All Executive Assistant Duties

If you’re in a situation where overlap between executive assistants won’t be possible, you’ll need a documentation plan that can be handed off to a new team member.

At Boldly, our team regularly creates standard operating procedures (SOPs) for all client work.

SOPs are written instructions that help define how routine tasks are to be done. Standard operating procedures are vital in some industries, such as medical, manufacturing, or financial, and in some cases, required by law. Regardless, they are a good idea.

Standard operating procedures should:

• Be clear and concise.
• Simplify procedures down to manageable steps.
• Be regularly reviewed and updated, keeping one version fresh for everyone.
• Be easily understood.
• Be written in a way that is end-user or new-user friendly and doesn’t require inside knowledge.

When done correctly, SOPs create:

• Better efficiency. SOPs streamline workflows so you don’t have to reinvent the wheel every time.
• Consistency. SOPs are a framework that make sure work and tasks are done the same way, meeting established expectations. A consistent process is necessary for effectiveness.
• Protection. By knowing that team members are trained the same way, the likelihood of someone developing erroneous habits or other problematic behavior that impacts the workplace is reduced. SOPs also provide a reference guide on tasks that aren’t done as frequently.
• Goal alignment. SOPs are a guide to keeping a team on track with the executive’s goals.
• Better communication. SOPs standardize work in a way that makes it easier to both collaborate and communicate what needs to be done.
• Better onboarding. With SOPs, onboarding is easier because guidelines, instructions, and expectations are spelled out for new team members. Their questions can be answered within the SOP.

It’s that last point that matters when it comes to a successful transition to a new executive assistant. Boldly executive assistants create SOPs for all of those reasons, but they are particularly mindful that things can easily be covered if emergencies come up.

Whether or not you choose to create a formal SOP, just know that it’s a good idea to document important information.

Your EA shouldn’t be the sole holder of any passwords, systems knowledge, or contacts. This should always be documented and available to other team members who need to know. No one should walk out the door with the keys to the company, essentially.

Sample Standard Operating Procedure (SOP) For Executive Assistants

Good documentation doesn’t thrill most employees, but it’s one of the best ways to ensure you’re covered during vacations, emergency leave, or turnover.

Keeping an updated Standard Operating Procedure (more commonly known as a SOP) should be a regular part of your executive assistant’s job.

Ideally, this should be a priority that begins on your EA’s first day — not something to cram into their last week!

An Executive Assistant Standard Operation Procedure (SOP) should include:

• Scheduling preferences
• Travel preferences
• Meeting preferences
• Communication and contact preferences
• Zoom, Slack, email, and any other technology
• Contact information
• Time zone (if applicable)
• Link to their calendar (if applicable)
• Key scheduling, inbox, or travel notes
• An overview of the EA’s daily tasks, responsibilities, and projects
• Frequently used tools and applications

Learn Why Your Executive Assistant Is Moving On

This may not always be the best way forward — if your assistant is leaving on uncertain or tense circumstances, it may be best to let HR cover this in an exit interview.

The top reasons an executive assistant leaves tend to be:

• Burnout and overwork.
• Lack of growth or professional development opportunities.
• Challenging relationships with their executive or other team members.
• Change in role and responsibilities.
• Professional or career shift.
• Changes in situations in their personal lives.

If your executive assistant is leaving on good terms, you can have a conversation to learn more — and to get some insights into what you can do to improve the role for the next EA.

While HR should be responsible for the formal executive assistant exit interview, you can learn if there are operational changes that need to be made. You may ask some final questions about projects or clients to make sure all bases are covered. Perhaps you can verify that the SOP is up to date.

At the very least, it’s one final chance to ask your trusted executive assistant for feedback.

They may more freely communicate valuable insights that can genuinely help improve things. There are likely things executive assistants wished their execs knew and this is your opportunity to find out.

The Best Way To Avoid A Challenging Transition

If you need a new executive assistant quickly, Boldly can help make this transition process much easier.

At Boldly, we took all of the pain points—hiring costs, legal compliance concerns, talent level, industry-specific concerns, flexibility, affordability—and created a simple solution. Our subscription staffing model, paired with incredibly stringent vetting of talent and hiring as our own W2 employees can work for anyone.

We’d love to have a conversation with you, even if you’re only in the preparation stages for potential changes ahead.

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An official website of the United States government

EXECUTIVE ASSISTANT

National Defense University (NDU) supports the joint warfighter by providing rigorous Joint Professional Military Education to members of the U.S. Armed Forces and select others in order to develop leaders who have the ability to operate and creatively think in an unpredictable and complex world.

• Accepting applications

Open & closing dates

09/16/2024 to 09/30/2024

$68,405 - $107,590 per year

Pay scale & grade

1 vacancy in the following location:

• Fort McNair, DC 1 vacancy

Telework eligible

Yes—as determined by the agency policy.

Travel Required

Occasional travel - You may be expected to travel for this position.

Relocation expenses reimbursed

Appointment type, work schedule.

Competitive

Promotion potential

Job family (series).

• 0301 Miscellaneous Administration And Program

Supervisory status

Security clearance, position sensitivity and risk.

Noncritical-Sensitive (NCS)/Moderate Risk

Trust determination process

• National security

Financial disclosure

Bargaining unit status, announcement number.

NDU-24-12540427-EN

Control number

This job is open to.

Federal employees who meet the definition of a "surplus" or "displaced" employee.

Current or former competitive service federal employees.

Clarification from the agency

This announcement is open to current permanent Federal Civilian Employees, Veterans Employment Opportunities Act (VEOA) eligibles, eligible Priority Placement Program DoD Military Spouses Preference (MSP) applicants, eligible PPP applicants, and current Federal VRA Employees, and Eligible Interagency Career Transition Assistance Plan applicants (ICTAP).

• Develops plans and strategies for the internal and external integration of day-to-day and long-range projects, actions, and activities.
• Independently formulates general policies and plans relating to administrative functions, and formulates new or revised regulations to meet current or changing conditions.
• Responsible for managing the operating schedule and long-range calendar.
• Researches and coordinates with all sections in order to depict executive level travel, VIPs, major events, social activities, and speeches.
• Supervises all aspects of travel to include coordination of complex itineraries; making air/ground transportation arrangements; hotel reservations; and preparation of trip books.

Requirements

Conditions of employment.

• Must be a U.S. Citizen or National
• This national security position, which may require access to classified information, requires a favorable suitability review and security clearance as a condition of employment. Failure to maintain security eligibility may result in termination.
• Obtain and maintain Secret security clearance.

Qualifications

• Official transcripts are not required at the time of application outside of what is outlined above; however, official transcripts must be verified PRIOR to appointment.
• An accrediting institution recognized by the U.S. Department of Education must accredit education. Click here to check accreditation.
• Qualifying education from colleges and universities in foreign countries must be evaluated in terms of equivalency to that acquired in U.S. colleges and universities. Applicants educated in whole or in part in foreign countries must submit sufficient evidence, including transcripts, to an accredited private organization for an equivalency evaluation of course work and degree. You must provide a copy of the letter containing the results of the equivalency evaluation upon request. Failure to provide such documentation when requested will result in lost consideration.

Additional information

NDU has a comprehensive benefits package that includes retirement, social security, and thrift savings; health, life, and long term care insurance; paid vacation, sick leave, and holidays. NDU employees enjoy flexible work schedules, transit subsidy, and the opportunity to telecommute. Priority Placement Program (PPP) Military Spouse Preference (MSP) eligible candidates will receive priority consideration at the full performance level only. Initial Probationary Period: You will be required to serve an initial probationary period of one year if one has not already been completed. Background or Security Investigation: This is a Noncritical-Sensitive position which requires a background investigation. The individual selected for this position is required to obtain and maintain a Secret security determination to occupy a Noncritical-Sensitive position within the agency as a condition of employment. Interagency Career Transition Assistance Program (ICTAP): You must be well qualified for the position to receive special selection priority under the ICTAP. A qualified ICTAP eligible achieving a score of 85 or above will be considered "well qualified". For more information, go to: http://www.opm.gov/rif/employee_guides/career_transition.asp#ictap Special Hiring Authorities: You may be considered for the vacancy if you are eligible for a special appointment authority such as those authorized for the severely disabled; certain Vietnam Era and disabled veterans; volunteers returned from the Peace Corps or Vista, etc. For more information, visit the following OPM websites: USAJOBS Resource Center: http://www.usajobs.gov/ResourceCenter ; VetsInfo Guide: http://www.fedshirevets.gov/ . Veterans Employment Opportunities Act (VEOA): Veterans who are preference eligibles or who have been separated from the Armed Forces under honorable conditions after substantially completing an initial 3-year term (not less than 2 years and 11 months) may apply regardless of their current geographical location. Veterans must submit their DD-214, Certificate of Release or Discharge from Active Duty, to be considered under this authority. Priority Placement Program (PPP) Military Spouse Preference (MSP) eligible candidates will receive priority consideration at the highest grade level for which they have applied and been determined best qualified up to and including the full performance level. PPP Application Based Preference Eligibles (Military Reserve and National Guard technicians, Military Reserve and National Guard technicians receiving disability retirement, and Retained Grade employees) will receive priority consideration at the full performance level only. Reemployed Annuitants: Department of Defense has the authority to hire annuitants without reduction in pay. For more information, go to: http://www.dtic.mil/whs/directives/corres/pdf/1400.25-V300.pdf All applicants are encouraged to apply electronically. If you are unable to apply on-line, you may contact 317-212-4434 for assistance.

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window Learn more about federal benefits .

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

• Administration and Management
• Communication
• Interpersonal Skills
• Manages and Organizes Information

As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

• Résumé: The latest resume submitted will be used to determine qualifications.
• Complete Assessment Questionnaire
• Other Supporting Documents
• SF-50 - (If applicable) Notification of Personnel Action for current or former federal employees- with the exception of current permanent NDU employees, please provide your most recent SF50 or the SF50 reflecting Career/Career-Conditional tenure and the highest grade held on a permanent basis.
• If you claim Veteran's Preference: - You must submit a copy of your DD Form-214, Certificate of Release or Discharge from Active Duty", showing the dates of active duty service, type of discharge and the character of service. Alternatively, If you are a current military member in active duty service and do not have a copy of your DD Form-214, you must submit a written documentation (certification) from your branch of service certifying that you are expected to be discharged or released from active duty under honorable conditions no later than 120 days after the date the certification is submitted with your application for this position. The certification should also include your rank, dates of active duty service and what they condition of discharge is thought to be. - If claiming 10-point preference and/or are a 30% or more Disabled Veteran, you must submit both a DD Form-214 or expected discharge documentation as described above AND a copy of a letter from the Department of Veterans Affairs (VA) or your branch of service certifying the presence of service-connected disability and indicating the percentage of disability - If you are claiming eligibility based on 10-point derived veterans' preference (i.e. a spouse, widow/widower, or parent of a veteran claiming veterans' preference when the veteran is unable to use it), you must also submit a Standard Form 15 (SF-15) "Application for 10-Point Veteran's Preference" and any required documents indicated on the SF-15 to substantiate the claimed preference.
• ICTAP Eligibles: A copy of the RIF separation notice and SF50 if available.
• Special Hiring Authority: Documentation verifying eligibility.
• Performance Appraisal: Current or previous federal employees.
• Military Spouse Preference (MSP) Eligible: Military Spouse Preference applicants, must be selected and placed at the highest grade level for which they have applied and been determined best qualified up to and including the full performance level. You must include a completed copy of the Military Spouse PPP Self-Certification Checklist dated within 30 days along with the documents identified on the checklist to verify your eligibility for Military Spouse Preference. Click here to obtain a copy of the Military Spouse PPP Self-Certification Checklist.
• Military Reserve (MR) and National Guard (NG) Technicians PPP Eligible: MR and NG technicians PPP applicants must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Military Reserve and National Guard Technician PPP Self-Certification Checklist to verify your eligibility for Military Reserve and National Guard Technician preference. Click here to obtain a copy of the Military Reserve and National Guard Technician PPP Self-Certification Checklist.
• Military Reserve (MR) and National Guard (NG) Technicians Receiving Disability Retirement PPP Eligible: MR and NG technicians receiving disability retirement PPP applicants must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Military Reserve and National Guard Technician Disability PPP Self-Certification Checklist to verify your eligibility for Military Reserve and National Guard Technician Disability preference. Click here to obtain a copy of the Military Reserve and National Guard Technician Disability PPP Self-Certification Checklist.
• Retained Grade PPP Eligible: Retained Grade PPP applicants, must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Retained Grade PPP Self-Certification Checklist to verify your eligibility for Retained Grade preference. Click here to obtain a copy of the Retained Grade PPP Self-Certification Checklist.
• Other documents identified in the announcement.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

To apply for this position, you must provide a complete Application Package. See required documents below. Click 'Apply Online' to create an account or log in to your existing USAJOBS account. 1. Follow the prompts to complete the assessment questionnaire and upload required documents. 2. Please ensure you click the Submit My Answers button to submit your application. 3. Check application status by logging into your USAJOBS account, clicking Application Status, then More Information for this position. Return to an incomplete application by logging into your USAJOBS account and clicking Update Application in the vacancy announcement. You must re-select your resume and other documents from your USAJOBS account or your application will be incomplete. Your application submission must be complete, including all required documents, before you can be considered. You are responsible to verify in your Application Manager account that information and documents entered or uploaded are received, legible, and accurate. WARNING: Failure to submit a complete application package including any required documentation by the closing date of the announcement at 11:59 EST, or at the time of application for announcements with an extended closing date, may result in an ineligible rating and loss of consideration. To verify that your application is complete, log into your USAJOBS account, select Application Status and More Information. The Details page will display the status of your application. It is the applicant's responsibility to verify that information entered or uploaded is received, legible and accurate. HR will not modify answers submitted by an applicant.

Agency contact information

Once the online questionnaire is received you will receive an acknowledgement email that your submission was successful. The questionnaire will assess your qualifications for the job, and will be used to identify the best qualified applicants to be referred to the hiring manager for further consideration and possible interviews. We will notify you of the outcome after each of these steps has been completed. After making a tentative job offer, we will conduct a suitability/security background investigation. You will no longer need to call the HR Office to determine your application status. USAJOBS has added an alert setting to their system to drive status updates notification for applicants. You can elect to activate the proactive notification from your USAJOBS profile at any point during the application process to sign-up for automatic alerts when there are status changes for jobs to which you have applied.

The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

• Criminal history inquiries
• Equal Employment Opportunity (EEO) Policy
• Financial suitability
• New employee probationary period
• Privacy Act
• Reasonable accommodation policy
• Selective Service
• Signature and false statements
• Social security number request

Required Documents

How to apply, fair & transparent.

This job originated on www.usajobs.gov . For the full announcement and to apply, visit www.usajobs.gov/job/808795900 . Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.

Learn more about

National Defense University

National Defense University (NDU) is the premier national security institution focused on advanced joint education, leader development and scholarship. Under the direction and leadership of the Chairman of the Joint Chiefs of Staff, and the oversight of the Director for Joint Force Development, Joint Staff (J-7), NDU offers a collegial and collaborative academic environment to support the joint warfighter by providing rigorous Joint Professional Military Education (JPME) and other graduate level programs to members of the U.S. Armed Forces and select others in order to develop leaders who have the ability to operate and creatively think in an unpredictable and complex world. NDU is comprised of five primary educational institutions and four additional component agencies: National War College (NWC), Dwight Eisenhower School (ES), Joint Forces Staff College (JFSC), College of International Security Affairs (CISA), the College of Information and Cyberspace (CIC), Institute for National Strategic Studies (INSS), International Student Management Office, Operations Support and the CAPSTONE General and Flag Officer Course. NDU has a comprehensive benefits package that includes retirement, social security, and thrift savings plan (TSP); health, life, and long-term care insurance; paid vacation, sick leave, and holidays. NDU employees enjoy flexible work schedules, transit subsidy and enhanced telework opportunities.

Visit our careers page

Learn more about what it's like to work at National Defense University, what the agency does, and about the types of careers this agency offers.

http://www.ndu.edu//

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• Orenburg Tourism
• Orenburg Itineraries
• Orenburg Hotels

Top Tourist Attractions in Orenburg

• Orenburgskaya Oblast'
• Things To Do In Orenburg

Best Things To Do in Orenburg, Russia

Have you ever visited a new place and felt ‘wow’ about it? For many visitors, it happens at Orenburg.

Orenburg may not be as popular as other cities in Russia, but don’t let that fool you. Orenburg is a smaller but beautiful upcoming tourist destination that is worth a visit. You will be surprised by some of the unique things to do and places you can explore at this hidden destination.

You might wish to revisit it someday again, to take a break and relax at Orenburg.

If you have plans to visit Russia and are not sure if Orenburg should be included in your itinerary, keep reading. In this list, we have put together some of the things to do in Orenburg and around. We have a hunch that if you include this city in your travel plans, you will be thrilled you did so.

Tourist Attractions in Orenburg

Here is the list of things to do in Orenburg and tourist attractions in city.

Orenburg Tsentralny Airport

Address: Ulitsa Aeroporta, Orenburg, Orenburg Oblast, Russia, 460000

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Orenburg oblast Chamber of Commerce in Orenburg - Russia. Here you will find Information on the Orenburg oblast Chamber of Commerce in Orenburg - Russia. For more information on specific services, please contact the chamber directly or visit the official website.