Four Tips for Executive Assistants Booking Flights and Travel

August 29, 2022


woman on laptop, looking up hotels

There are now more options than ever to modify your business travel checklist. Booking travel as an executive assistant wasn’t exactly easy before the pandemic; but these days, there is even more to consider. Therefore, having an executive assistant travel form or outline could be an excellent place to start.

What Should Be on an EA's Ttravel Checklist

An executive assistant may verify that everything is prepared for planned business travels for staff members by using a travel checklist. Additionally, it could lessen the worry and difficulty that comes with planning a trip.

Gather Information for the Next Trip in Advance

It's crucial to obtain information from the staff person you are in charge of before making any reservations. Whether the CEO you're planning the trip for is a frequent traveler or not, travel has changed during the past few years and will undoubtedly continue to do so. 

You'll need as many specifics as you can, including every last travel detail.

Obtaining your executive's travel preferences is also a smart idea. You can make sure the trip runs smoothly, both operationally and personally, in this way.

Prepare a Travel Schedule

Many executive assistants are familiar with the advantages of a travel plan for all types of travel arrangements. Let's not forget the importance of the executive assistant’s duties to the company and, in particular, to the C-suite personnel who require it. 

An executive assistant will handle nearly 100% of all travel-related tasks, so planning even a basic schedule can help you prevent any stressed-out or frantic phone calls.

To prepare for popular areas filling up owing to increasing demand, many reservations for restaurants and activities will need to be made in advance. Make sure to keep track of reservation numbers, confirm reservations, and clarify hotel check-in timings. 

Be Ready for Updates

You should anticipate a lot of fluctuation and last-minute changes to your travel plans that are just out of your control while the travel industry makes its way back to normalcy. 

Plan ahead of time to allow for adjustments, even if you're organizing domestic or international travel or just a rental vehicle. Being adaptable is crucial, and something you should emphasize to your executive. 

To the greatest extent possible, it is helpful to contact a travel agency for assistance with any challenging business trips, particularly when it comes to travel insurance. 

Before the Trip, Fully Inform Your Executive or Staff Member

It's important to brief your executive or staff member before their trip. Ensure the schedule includes everything this person needs for their journey and that they are happy with everything pre-booked and planned. 

In case Wi-Fi is down or the executive can't use their phone, give them all the relevant paperwork at this briefing, including printed copies.

In conclusion, changes to the world of travel might seem daunting to an executive assistant; but with the help of something like a travel planner, this new landscape we are living in post-pandemic will become more manageable.

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