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Issue: September / October 2019

Processes & Procedures

The Assistant’s 8-Step Guide to Effective Travel Planning

By Stephanie Naznitsky / September 25, 2019

Planning travel for someone else can be a complicated task explains Stephanie Naznitsky

Organization is the cornerstone of an administrative assistant’s role. But when it comes to travel planning, things kick into a higher gear. Travel needs are often complex and arranging a trip can be especially tricky when you’re handling the details for someone else.

Whether it’s an out-of-state meeting or a major conference in another country, the following eight steps can help you plan a successful business trip for your boss.

1. Meet with your executive

Learn exactly what they’ll be doing, where and when they’re going, and what items and support they need. Are their travel dates flexible or set in stone? Do they want you to plan leisure activities too? Find out their preferences, such as where they like to sit on the plane and gather information about any loyalty programs or priority providers. It’s a good idea to check company travel policies as well.

2. Make a checklist

Write down everything you need to handle and check each task off as it’s completed. This is an important safeguard to ensure nothing gets overlooked, as just one mistake could torpedo an entire trip.

This list might include:

• Ensuring your executive has a valid passport
• Checking visa requirements
• Arranging vaccinations
• Booking conference tickets
• Purchasing travel insurance
• Making hotel and dinner reservations
• Setting up rideshare, public transport or parking apps on their company phone

3. Research every aspect

This task can be the bulk of the work when planning corporate travel. Put yourself in your executive’s shoes and think about what they’ll require on their trip.

Some questions to consider are:

• Flights – What are their preferred travel times or airlines? Will they check any bags?
• Transportation – Will they use rideshare services, a limo, a taxi, a rental car or public transport?
• Accommodation – Does their hotel need to be near a conference center or office building? Is on-site parking a must? Does your executive have preferences regarding room and bed size? Will they require in-house dining options or business facilities?
• Technology – Is the hotel Wi-Fi free and secure? Do you need to establish international calling or data plans? Are travel adapters required for electronics?
• Dining – What restaurants are within reach, and which would be ideal for lunch or dinner meetings?
• Leisure – Are there any points of interest they may want to see while there?
• Language – Does your executive need to download a translation app or have a list of go-to phrases in another dialect?

4. Be mindful of cost

Discuss a clear budget with your executive so you can make cost-effective choices when organizing the trip. Know your spending limits, but don’t be so thrifty you sacrifice your executive’s convenience or comfort. For example, booking accommodations outside a major city may save a few dollars, but it could cost your boss in wasted travel time.

5. Consider personal preferences

There’s no rule saying business trips can’t be enjoyable. If your executive is big on health and wellness, choose a hotel with a fitness center or spa facilities. Look into access to airport lounges, as well as potential ticket upgrades with added in-flight benefits. Is your executive a foodie? Reach out to your administrative network and gather recommendations for popular restaurants nearby.

6. Draft an itinerary

Put together a broad overview as well as a detailed daily rundown. Make sure to account for travel time, including a buffer in case of unexpected delays. It may also be helpful to list a few backup options, such as alternative hotels or flight times. At this point, check in again with your executive and make any necessary tweaks before booking travel and accommodations.

7. Create a travel pack

Compile all information, reservation confirmations, tickets and corporate credit cards into a travel bundle. You’ll want to provide your executive with both digital and physical versions of important documents. Reliable Wi-Fi is never a guarantee, so it’s a smart idea to have printed copies on hand in case they’re needed.

8. Finalize plans

Before your executive’s departure date, confirm all travel details to make sure everything is in order. Give yourself plenty of leeway, so you have time to sort out any last-minute mishaps and ensure a smooth trip for your boss.

Planning travel for someone else can be a complicated task. By dividing the process into manageable steps, administrative assistants can save themselves – and their executives – a lot of time and hassle.

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Complete Executive Assistant Travel Checklist for Business Travel

The executive assistant complete corporate travel checklist.

As an executive assistant, you know when it comes to making travel arrangements, it’s important to get it right. Missing an important detail can result in a loss of corporate funds or dissatisfied employees. And there are many details involved.

The planning process of complex travel itineraries includes organizing visas, reviewing travel insurance, and prioritizing everything from hotel preferences to seating preferences. Not to mention having to be on call to remedy any type of travel cancellation.

Download the “The executive assistant complete corporate travel checklist” to review if your current travel solution provides what you need to thrive. You’ll learn about the following:

• How to update the travel planning process to save time and money
• How to manage the travel needs of different types of travelers
• How a corporate travel platform can help save on increasing costs of hotel accommodation, car rentals, and airfares.
• How to approach change management when adopting a corporate travel platform

It’s likely you wear many hats in your organization, and your time is valuable. Managing the travel details of business trips takes away precious time from your other responsibilities. So, you need a travel booking process that works smarter.

The corporate travel landscape also keeps changing. So, organizing travel as an executive assistant might be a little different from how you previously managed it for C-suite-level staff members. Staying aware of emerging needs by taking the time to bring your travel program up to speed will serve your travelers and your company well. Check out this guide and learn why office administrators of organizations big and small are switching up how they book travel.

Download the checklist

Recommended for you.

Executive Assistant Travel Checklist

• Last Updated: June 16, 2023

Using an Executive Assistant travel checklist is the simplest and smartest way to ensure you don’t forget anything when planning travel.

Planning your own travel can be stressful at times, but planning the travel of your company’s senior executive team amplifies the stress massively. No doubt you’ll have racing thoughts if you’re new to being an executive assistant…

What if their passports expired and I didn’t check?

What if they miss their connection?

What if I get the flight boarding time wrong?

To ease this stress and anxiety, get some ideas from our checklist below, and prepare your own executive assistant travel checklist that you can use in your role and all future assistant roles.

We’ll be creating a downloadable Executive Assistant Travel Checklist PDF to share here in the coming months, so bookmark this and check back soon if you’d like to get your hands on it!

Travel Itinerary:

Flights and accommodations:, ground transportation:, travel documents:, packing and essentials:, meeting and event preparations:, communication and connectivity:, expenses and reimbursements:, health and safety:, miscellaneous:, checklist categories:.

The travel itinerary serves as the roadmap for the entire journey, encompassing details on flights, accommodations, meetings, and events.

Organizing this information in advance ensures a smooth and well-coordinated trip for your executive.

• Flights: Confirm departure and arrival times.
• Accommodations: Verify hotel reservations and check-in details.
• Meetings: Outline the agenda and confirmations.
• Events: List dates, times, and locations.
• Leisure Time: Identify opportunities for downtime.
• Emergency Contacts: Compile relevant numbers.
• Time Zone Adjustments: Plan for jet lag if crossing time zones.
• Weather Check: Pack accordingly for destination climate.
• Backup Plans: Anticipate and prepare for potential disruptions.

Securing reliable and comfortable flights and accommodations is fundamental to a successful trip for your executive.

This category focuses on the details of the travel arrangements, from booking flights to selecting suitable lodgings.

• Flight Reservations: Double-check booking details.
• Hotel Confirmations: Confirm check-in and check-out dates.
• Loyalty Programs: Ensure points are accounted for.
• Room Preferences: Note any special requests.
• Travel Insurance: Verify coverage for flights and stays.
• Baggage Allowance: Confirm and pack accordingly.
• Check-In Online: Streamline airport processes.
• Loyalty Cards: Keep for potential upgrades.

Navigating the destination requires thoughtful consideration of ground transportation.

Whether it’s arranging airport transfers, local transportation, or rental cars, this category helps in planning and organizing movement efficiently for your executive.

• Airport Transfers: Confirm reservations or rideshare plans.
• Local Transportation: Research options and plan routes.
• Rental Cars: Book in advance if necessary.
• Maps: Download offline maps for navigation.
• Parking: Arrange if driving or renting a car.
• Public Transit: Familiarize with local transportation systems.
• Driver Contacts: Save important numbers.
• Accessibility: Ensure transportation suits any special needs.
• Fueling Up: For rented cars, plan refueling stops.
• Traffic Alerts: Stay informed about local conditions.

The foundation of any international or domestic travel lies in having the right documents.

This category emphasizes the importance of passports, visas, ID cards, and any other necessary paperwork for your executive.

• Passport: Check expiration date and validity.
• Visa: Confirm requirements for the destination.
• ID Cards: Carry any necessary identification.
• Travel Insurance: Keep policy details handy.
• Boarding Passes: Download or print for easy access.
• Itinerary Printout: Have a physical backup.
• Emergency Contacts: List in case of document loss.
• Currency: Carry local cash and major currencies.
• Vaccination Records: If required for entry.
• Important Numbers: Embassy, consulate, etc.

Proper packing is an art that can significantly impact your executive’s trip.

This section covers not just what to pack but also essentials like chargers, adapters, and personal items that contribute to a well-prepared traveler. Keep in mind much of this will be managed by the executive themselves, such as clothing and toiletries, but it pays to be 100% clear with your executive about where the line is drawn and what you are responsible for.

• Clothing: Pack versatile and weather-appropriate attire.
• Toiletries: Bring travel-sized essentials.
• Chargers: For devices, including backups.
• Adapters: Ensure compatibility with destination outlets.
• Medications: Carry necessary prescriptions and OTC meds.
• Travel Pillow: Enhance comfort during long flights.
• Snacks: Have on-the-go energy boosters.
• Entertainment: Books, headphones, or other diversions.
• Backup Copy: Duplicate important documents digitally.
• Reusable Bag: Useful for unexpected purchases.

For business trips, preparations for meetings and events are crucial. This category helps in planning for presentations, materials, and any other requirements for professional engagements, ensuring your executive is well-prepared and confident during business obligations.

• Presentation Materials: Bring printed and digital copies.
• Business Cards: Have an ample supply.
• Tech Requirements: Ensure compatibility for presentations.
• Dress Code: Adhere to event guidelines.
• Networking Goals: Outline objectives for each event.
• Event Schedule: Note start times and locations.
• RSVP Confirmations: Verify attendance to specific events.
• Note-Taking Tools: Bring a notebook or digital device.
• Follow-Up Materials: Pre-prepare thank-you notes or emails.
• Business Attire: Ensure appropriate outfits for all engagements.

Staying connected while on the move is essential. This category addresses communication tools, devices, and plans for staying in touch with colleagues and family. It includes considerations for internet connectivity, local SIM cards , and other communication essentials for your executive.

• Mobile Devices: Charge fully before departure.
• Roaming Plans: Activate if traveling internationally.
• Wi-Fi Options: Research and note available networks.
• Communication Apps: Download essential apps.
• Power Bank: Keep devices charged on the go.
• Headphones: For calls and entertainment.
• Emergency Contacts: Share with relevant parties.
• VPN: Ensure secure internet connections.
• SIM Card: Purchase for local connectivity if needed.
• Backup Devices: Carry a spare phone or laptop.

Tracking and managing expenses are vital aspects of any trip. This category outlines a system for recording expenditures, collecting receipts, and understanding the reimbursement process. Proper financial management ensures a transparent and organized travel experience for your executive.

• Receipt Organizer: Keep a designated pouch or folder.
• Currency Converter: Stay aware of exchange rates.
• Expense Tracking App: Simplify record-keeping.
• Corporate Card: Verify spending limits and notify the bank.
• Per Diems: Understand and adhere to company policies.
• Emergency Funds: Have a backup payment method.
• Reimbursement Procedure: Familiarize yourself with the process.
• Itemization: Break down expenses for accuracy.
• Meal Receipts: Separate from other expenditures.
• Digital Copies: Scan and save all receipts.

Prioritizing the health and safety of your executive is paramount during travel. This section covers aspects such as travel insurance, necessary vaccinations, and basic safety precautions. A well-prepared executive is not only productive but also ensures a secure journey.

• Travel Insurance Details: Carry policy information.
• Vaccinations: Ensure up-to-date vaccinations.
• Medication List: Document names and dosages.
• Emergency Contacts: Include local emergency services.
• First Aid Kit: Basic supplies for minor issues.
• Allergies and Dietary Restrictions: Communicate to hosts.
• Health Appointments: Schedule a pre-travel checkup if necessary.
• Local Emergency Numbers: Memorize or keep handy.
• Weather Precautions: Prepare for extreme conditions.
• Provide a detailed travel itinerary to colleagues or assistants who need to be aware of the executive’s whereabouts.
• Set reminders for important tasks, such as checking in for flights, confirming hotel reservations, or attending meetings.

Remember, this travel checklist for executive assistants serves as a general guide and can be customized to fit the specific needs and preferences of the executive and the travel destination.

Regular communication and coordination with the executive are essential to ensure a smooth and successful travel experience.

If you appreciate this checklist and want more access to our full suite of executive assistant resources, consider signing up for our Executive Assistant Certification courses for full access.

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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. 

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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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A Travel Manager’s Guide to Arranging Travel for Executives

In today’s global business landscape, the need for professionally-coordinated corporate travel is a crucial part of many organizations. More specifically, arranging travel for executives is a specialized field that cannot be underestimated. Since senior management is responsible for making high-stakes decisions that drive companies forward, executives require seamless arrangement and a flawless travel experience that optimizes their precious time, thus allowing them to focus on the crux of work. This is where an experienced travel manager and a reliable partner like Teplis Travel comes in.

Teplis Travel understands that an executive’s time is invaluable and travel plans should be nothing less than perfect. Therefore, we strive to offer VIP travel arrangements tailored to respect executive corporate policy and individual preferences.

But you might ask, what specifically does the role of a travel manager entail? And how does arranging for executive travel differ from regular employee travel?

In essence, a travel manager or an executive administrative assistant not only handles the logistics of travel arrangements but also, significantly, aligns it with corporate travel mandates. From coordinating with their corporate travel agency , managing complex calendars, and handling travel expenses to keeping tabs on the itinerary, they act as captains steering the ship of executive travel. 

While the objectives of employee travel and executive travel may be similar, the complexities and standards of execution differ widely. Much like how the roles within a company vary, the travel needs between different levels of the organizational hierarchy are massively distinct. An executive’s travel usually involves strategic planning around high-level meetings, and confidential information, and often caters to stringent preferences – the mission is much more than just booking a flight and hotel. 

With that said, the cornerstone of effective executive travel management lies in an understanding of tools and techniques to create an efficient travel strategy. The subsequent section will reveal the essential skills and tools that ensure seamless travel arrangements for executives.

Essential Skills and Tools For Effective Travel Arrangements

When it comes to arranging travel for executives, a strong set of skills and the right tools can make the process smooth and efficient. Let’s take a deeper dive into what these are.

A travel manager handling travel arrangements for an executive team must be armed with exceptional communication and organizational skills. These aren’t just buzzwords, but vital elements that ensure clear communication of travel plans, handling of administrative tasks, and management of unforeseen changes or last-minute requirements. 

Moreover, in our times, the executive assistant’s role is not confined to conventional duties. It has seeped into areas of project management and strategic planning of business trips. As such, skills in Microsoft Office can offer tremendous help in managing complex calendars and ensuring efficient time management. In particular, an aptitude for Excel can help keep all essential details in an organized format, fostering better tracking and management of travel plans.

In the fast-paced corporate world where last-minute changes are a norm, the ability to quickly adapt and re-strategize is paramount. This links back to the importance of having excellent project management skills which assist in foreseeing potential roadblocks and formulating Plan B’s—even C’s! 

Strategic Steps to Prepare for Executive Travel 

Armed with the right tools and equipped with essential skills, an executive assistant is well-positioned to tackle strategic planning for executive travel. However, the journey from planning to completing a successful business trip requires an established pattern of steps. So what are these steps?

An integral step in the preparation of executive travel is ensuring that you have all the relevant information on hand. Be thorough with the executive’s individual preferences, dietary restrictions, favorite hotels or airlines, and seating preferences on flights, among other details. These nuggets of information can make a world of difference in an executive’s travel experience. 

This brings us to the next crucial aspect – handling sensitive and confidential information. As an executive assistant catering to high-level executives, you are trusted with a great deal of sensitive information, including credit card details, passport copies, home addresses, and more. Maintaining utmost confidentiality and ensuring secure storage of this information is vital. 

Once armed with all relevant information, focus on creating a detailed travel plan. Use your knowledge of the executive’s time to your advantage. Consider flight times that do not hamper their work and recovery schedule. Minimize layovers, and if they’re unavoidable, ensure comfortable lounge access to make the waiting time productive. Plan detailed itineraries, including transport from and to the airport, meeting slots, downtime, and sleep time. Nothing should be left unplanned. 

A significant aspect to consider is that international travel, especially, can span multiple time zones. Scheduling meetings or flights without considering this factor can lead to mismanaged sleep schedules and jet lag, which can hamper the productivity of the executive team. Factor in the time zones when planning and allow enough time for the executive to acclimate to new timings.

And, of course, no plan is foolproof. So always have a backup! Whether it’s a backup flight in case of cancellations or delays, a different hotel, or alternative transportation, stay prepared for unpredicted changes. This will not only showcase your problem-solving skills but also tell your executives that they can rely on you, come rain or shine.

Having looked at the strategic steps to prepare for executive travel, we now delve into the specifics of arranging international travel for executives in the next section. Let’s continue our journey towards becoming a top-notch travel manager.

Arranging International Travel for Executives: What You Need to Know

International travel presents its own unique set of challenges and requirements, especially when arranging travel for executives. The most important aspect of organizing international travel is understanding the going to’s and coming from being involved in your executive’s complex business schedules at an international level.  Having a trusted corporate travel partner like Teplis Travel can make all the difference in the world when traveling internationally.  The expertise of Teplis Travel’s travel agents can help make booking the most complex international itinerary seem effortless and ensure your executive has a successful business trip. 

But, understanding travel expenses goes beyond just booking flights and hotels. It’s crucial to account for differing costs in a foreign country. Currency exchange rates, cost of local transport, meal expenses, and international mobile data are just a few of the myriad expenses that should be considered. An informed overview of these expenses ensures there are no unpleasant surprises and that the trip executed fits within your company’s budget.

Remember how we spoke about sensitive information in the previous section? This becomes all the more important when dealing with international travel. Ensure that your executive has a valid passport with at least six months’ validity before their planned return date. 

For high-level executives, acquiring a diplomatic passport can give them an added layer of convenience and security. These passports not only speed up the process in the foreign customs and immigration departments but also offer other perks like additional baggage allowances and access to diplomatic lounges.

Want an insider tip? When arranging travel outside of the United States, make use of trusted traveler programs like Global Entry and Registered Traveler. Enrolling your executive in these programs will expedite their passage through airport security and immigration, saving valuable time.

Health and safety considerations are particularly evident when traveling internationally. Always ensure that the executive has adequate travel insurance that covers medical evacuation, should it be necessary. Inform them about potential health risks in the destination country, and make sure they’re up-to-date on all required vaccinations. It might seem simple, but these small factors can significantly minimize any unexpected upheavals during the trip.

Having taken a close look at the specifics for arranging international executive travel, it’s time to conclude our guide and help consolidate your journey from an executive assistant to a strategic travel manager. Let’s move on to our final section.

Arranging travel for executives is an art form of its own. It involves digital proficiency, supreme organizational skills, a keen attention to detail, and the ability to anticipate and adapt to change. As a travel manager or executive assistant, your role significantly contributes to the success of your company’s operations. Done well, it not only ensures the smooth travel experience of your executives but can also potentially maximize the productive use of their time.

In this guide, we have delved into essential skills, strategic steps, considerations for international travel, and more. However, it is important to remember that each executive is unique and so are their travel requirements. Thus, always make room for flexibility and customization in your plans. 

As a final word, partnering with an expert travel management company like Teplis Travel can elevate your executive travel arrangements to a professional level. With an extensive repertoire of handling VIP travel arrangements and insider knowledge of corporate travel, we are well poised to assist in not just managing, but enhancing your executive’s travel experience.  While some travel agencies measure their agent knowledge in months, our agents have years and even decades of expertise booking complex and international travel.  

So, as you progress in this journey of arranging business travel for senior executives, remember that Teplis Travel is eager to help you sail smoothly. With the guidance from this post and our experience as your backing, you’re well on your way to becoming an indispensable part of your executive team.

This blog was reviewed for accuracy by

Ted Petty , CIO Teplis Travel

Ted is a seasoned expert in the corporate travel industry, currently serving as the Chief Information Officer (CIO) at Teplis Travel. With over two decades of experience, Ted has consistently demonstrated his prowess in optimizing travel solutions for businesses, leveraging innovative technologies to streamline operations and enhance the traveler experience. His dynamic leadership and commitment to staying at the forefront of industry trends make him an invaluable asset in the world of corporate and executive travel.

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How to Successfully Make Business Travel Arrangements for Executives

When making business travel arrangements for executives, travel managers will want to go above and beyond to deliver a great experience. here’s how..

Imagine for a moment that your CEO or another important Executive has an essential meeting with an existing client or to pitch a prospective client. And you’ve been asked to make the business travel arrangements.

The pressure is on.

You will want to create an itinerary that supports the objectives of the trip, while also ensuring that the Executive is comfortable throughout the journey.

Here’s a look at 5 strategies that today’s Travel Managers are using to support Executives by making business travel arrangements in a thorough and effective way.

1. Frontload the Heavy Lifting

As a Travel Manager, you always want to do a great job arranging travel for any team member. But, when arranging travel for an Executive, there’s a heightened level of awareness and attention.

That’s why you’ll want to do as much research as possible on the front end, before you start making the actual arrangements. This is especially true in the age of COVID-19 when moving about the country (and especially the world) is a little more difficult than it is during normal times.

Start by researching all of the regulations and guidelines related to traveling to a given destination. You’ll also want to take into account any geopolitical concerns related to traveling internationally. For example, you’ll want to be aware of Brexit-related constraints before sending an Executive to the United Kingdom and other destinations in Europe. You will also want to investigate passport requirements and any visas needed to travel to specific countries.

In short, research to such a degree that you have ready-made answers to any questions that come up before, during or after the Executive’s trip.

2. Prep Contacts for Your Executive

Things can go haywire during any business trip. As any business Traveler knows, itineraries can get disrupted by weather and other unforeseen circumstances. Make sure your Executive is prepped with accessible contacts before he or she leaves the office for work.

In many cases, that means connecting your Executive with your travel management company (TMC) and agents who are available around the clock to support your Executive if something goes wrong during travel.

Also, make sure that your Executive knows how to get in touch with any relevant parties in the destination city, as well as how to get in touch with you at the office or your colleagues as needed during the trip. If your Executive is traveling internationally, will he or she need an international cell phone plan? Make this part of your preparations as you make business travel arrangements for leaders at your company.

3. Consider Every Detail

Almost every disruption or delay in a business trip can be anticipated. As a Travel Manager, try to anticipate as many challenges as possible — and build into the itinerary potential solutions.

For example, encourage Executives to get to airports a little bit earlier than usual. The TSA is reporting longer wait times than usual at some airports due to inconsistent processes at different Traveler checkpoints. Electronic documentation (rather than paper) can help streamline processes.

You can also build in a little bit of extra time during layovers to mitigate the impact of delayed flights. Also, use airports that have multiple flights daily and multiple airline options so that your Executive can easily make a change if needed.

When you start mapping out an itinerary, go step-by-step and try to think through anything that could go wrong during that portion of the trip. Consider questions like:

• Does your Executive have enough time to make his or her connection?
• Does your Executive have enough time between his or her final flight and the first meeting of the day?
• Does your Executive have enough time to freshen up each day before moving from one meeting to another?

Answering questions like these can help you carefully consider each detail before you finalize any travel arrangements for your Executive.

4. Add Some Final Flourishes

Arranging business travel for an Executive is an opportunity for a Travel Manager to demonstrate his or her capabilities. It’s also an opportunity to demonstrate the level of care that’s given to any team member when they are traveling away from the office.

So, add some final flourishes to the itinerary that demonstrate that you’ve gone above and beyond in creating the Executive’s travel itinerary. You can reach out to the company your Executive is visiting to get restaurant recommendations. If your Executive likes artwork, consider choosing a hotel located near a museum — just in case your Executive has some down time. If your Executive enjoys baseball, check to see if the Major League team is in town during his or her stay. If your Executive places an emphasis on physical fitness, ensure that the hotel has a quality fitness center, or that there is a gym located nearby that she or he can use.

These are small things that any Travel Manager can do to create an outstanding experience for an Executive — and to empower her or him to maximize the potential of the trip.

5. Prime the Executive for Success

The final thing you can do as a Travel Manager is create a comprehensive travel brief for your Executive. This brief should include a full rundown of where the Executive needs to be and at what time. It should also include any key considerations and options available to the Executive at different points in the itinerary.

Make this brief available via laptop, tablet or mobile device — or print off this brief for any Executive who prefers a hard copy. (You can also combine both approaches, just to be safe.)

An Executive’s time is valuable to the company. By creating a comprehensive travel brief, you’re able to save the Executive time, as well as assist him or her with focusing fully on the business objectives of the trip.

World-Class Travel Support for Today’s Executives

No Travel Manager can facilitate great trips for Executives alone. Companies with robust travel programs rely on TMCs to help them create the best experiences for Travelers, no matter the title or role.

At JTB Business Travel, we serve as a comprehensive corporate travel agency that delivers outstanding service to all Travelers — Executives and anyone else working away from the office. Behind everything we do is a common-sense approach to business travel.

Are you looking to maximize your company’s travel program? Contact us today to learn more about our services.

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Making Travel Arrangements for Executives

If you work as a PA, at some point you’ll likely make travel arrangements for one or more executives. Making travel arrangements for your boss can sometimes be stressful. It is important to ask the right questions to get them where they want to go.

The details below are  tips and questions to scheduling travel arrangements for your boss.

Questions you can ask and tips to remember

• Find out your boss’s preferences.
• Make certain the executive’s travel documents are up-to-date. Some international destinations also require visas for entry into the country.
• Check the itinerary carefully.  Make sure that dates, times and reservations are correct.  Are you consistent with your time zones?  I’m sure that the traveller will not be very happy to find out that the meeting was at 2 pm and not 1 pm because it was assumed that the times were local.
• Make sure the ticket times and the itinerary times are matching.
• You and your boss should have a copy of the itinerary.
• Does he need cash for the trip in advance? Get a cash advance for the trip ahead of time if it is needed.  Cash advances often need a few days to be approved.
• Is the business travel being charged to the company or a client?
• Is he travelling with a business contact and need to sit next to him?
• Does he has a preferred travel agent?
• what kind of travel: Air, Train, Car?
• Does he require restaurants reservations?
• Does he require meeting rooms?
• If he is going to a conference do you need to register him? Oftentimes you are able to book a room in the hotel the conference is being held at.

 Airline preferences

•  Get the traveler’s destination, departure and return dates.
• If there is more than one airport in the city they are travelling to is there an airport they would prefer flying into?
• Does he prefer window or aisle?
• Front of the plane or back?
• Meal preferences or restrictions?
• Time of the day? Does he prefer to fly with plenty of time to spare ,or Does he prefer to arrive at the last minute (It may vary from trip to trip).
• Frequent Flier Status. Find out the status of his frequent flier number account and when if he is eligible for upgrades. Set yourself a reminder to call in the minute to grab the upgrade.

 Hotel Preferences

• What hotel he prefers?
• Does the hotel have a gym? and What hours it’s open?
• Do they have king beds? (For very tall bosses)
• Smoking/Non-Smoking room.
• Do they have a minibar?
• Is there Wi-Fi available? (or other broadband)
• Is there a restaurant in the hotel?
• If you boss is arriving late be sure and let the hotel know it will be a late arrival.

 Transportation

• Does he need transportation to and from the airport?
• What rental car company he prefers? (Check if the corporation has negotiated rates with hotels and car rental agencies).
• For driving directions you can use: Yahoo maps, Google maps, MapQuest.

Never assume something will be available. Always ask when you make the travel arrangements.

Feel free to share any information we  may have forgotten.  If you’re the boss, let us know what you like to have when you travel.

About the author  ⁄  mbalerio

Myriam Balerio is the founder and writer of PA Privé. After kick starting her career as a PA and finding success as an assistant, Myriam later trained in digital and online marketing and has since combined the two disciplines in creating PA Privé, the platform through which she provides sage advice for those in the assistant profession and a network for like-mined PAs and EAs to connect. Born in Buenos Aires, Argentina, Myriam has lived in London for over 10 years and currently lives in London with her husband and French bulldog.

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The ultimate guide to administrative tasks and duties

Executive assistant responsibilities and tasks, what is an executive assistant, what’s the difference between an executive assistant and an administrative assistant, what does an executive assistant do, what is the purpose of an executive assistant, executive assistant duties and tasks list.

• Being the point of contact for general communications with their boss.
• Answering calls and routing them to the right person.
• Making travel arrangements for the executive officer they work for and keeping track of their itineraries.
• Planning and scheduling meetings.
• Recording the meeting (if required).
• Researching and organizing data to represent the senior management, which may include directors, executives, and committees.
• Compiling expense reports.
• Performing bookkeeping tasks.
• Handling memos, reports, invoices, and related documents, including sensitive information.
• Keeping confidential information.
• Screening visitors and deciding if they should be allowed to meet with the executives.
• Going through the incoming documents (memos, invoices) and redistributing them.
• Office duties such as sourcing office supplies and handling the filing system.
• Handling and redistributing faxes and emails.
• Providing complete administrative support.
• Managing and recording the supply needs.
• Acting as a virtual assistant.
• Using technical tools and software such as the Microsoft Office Suite, especially text processing software and Excel spreadsheets.

Do executive assistants travel with their bosses?

• To assist in decision-making.
• To take meeting notes.
• To communicate and coordinate tasks with the rest of the company back home.
• To take care of the practicalities of the trip so the executive team can focus on the work meetings.

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