executive assistant travel itinerary template

Creating a Travel Itinerary for Your Boss

Last updated: July 26th, 2022

A well-organized travel itinerary, for some executives, is the most important aspect of an Executive Assistant’s job.  When done correctly, a travel itinerary can become the most essential part of an executive’s trip.  Details and consistency in any itinerary are key.  The most important part of creating an itinerary is ensuring it is complete and easy to follow.  Of course, there are other ways of creating itineraries, this is just one way that works.  Be sure to leave additional comments or tips in our comments section below!

Here are a few tips on what to include in a travel itinerary for an executive and the best way to setup an itinerary:

Start with the numerical date of the event, and include the day of the week.  Always label times with AM or PM, respectively, and note any time zone changes.  If your boss is traveling to California, but your offices are in California, include both times on the itinerary, e.g., 2:00PM PST (5:00PM EST) so they don’t have to calculate time zones on their own.  We will elaborate more on arranging international travel for executives in a future post.  Use the same font type and size throughout, although the style (bold, italic, underline) may be used to denote special information

Transportation Aside from providing complete, detailed information, it is important to note the chronology of events.  If your boss is flying, be sure to include the departure and arrival airport with the flight and seat numbers, airline, and corresponding times.  For example:

If your boss is flying, be sure to include the departure and arrival airport with the flight and seat numbers, airline, and corresponding times.

Including the arrival gate number serves two purposes: first, you may notify the driver who is picking the executive up of the gate, and ensure that you keep the driver updated of any gate changes.  Second, if the gate does suddenly change—while your boss is on the flight, for example, or a last minute gate change upon arrival—your boss can quickly shoot you a text message to let you know the gate has changed.  This keeps everyone informed at all times.

If traveling by train, include the departure and arrival stations with the train’s complete name and number.  Amtrak, for example, hosts a number of departures to/from the same city, some are local, and some run express.  Hopping on the wrong train could cost your boss time and/or money.

For example, two trains depart from Boston, South Station to Philadelphia, PA within five minutes of one another:

Hopping on the wrong train could cost your boss time and/or money.

The destination is the same, but the arrival times are almost an hour apart.  The Northeast Regional is a local train arriving at almost 12PM, whereas the Acela Express arrives nearly an hour earlier.  Additionally, holding a ticket for the Northeast Regional but accidentally getting on the Acela Express could cost your boss an additional surcharge once on board.

If your boss does not use a private car service, include the name and phone numbers of local taxi services in each of the areas he/she is visiting.  If your boss is good with their smartphone, install Uber, a car service application which allows users to request a private car.  Read more about Uber (and other apps every executive assistant and their c-suite team needs ), or find a list of Uber’s service areas .

Lodging Hotel information is a vital part of any travel itinerary, and the details of an individual’s stay are just as important as flight/train information.  First, denote the full, exact name and address of the hotel where you’ve made reservations.  Many hotels may have similar names in the same areas, or there may be multiple hotels under the same franchise in the same vicinity.  Include the phone number for the front desk in case your boss needs to get in contact with anyone at the hotel for any reason.  Include the reservation confirmation number as well as check-in and check-out times.

Include the phone number for the front desk in case your boss needs to get in contact with anyone at the hotel for any reason.  Include the reservation confirmation number as well as check-in and check-out times.

Be sure to note the executive’s final day at the hotel on the itinerary, and include the time they are due to check out.  This will also serve as a reminder to them to actually check out of the hotel so they avoid any potential surcharges.

Meetings, Appointments, and Free Time When noting meetings on an executive’s itinerary, always include the date, time, and location of the meeting, as well as whom the executive will be meeting with, and the topic of discussion, or reason behind the meeting.  Whenever possible, include the location’s phone number (if they are a restaurant or business for example), and the contact information for the individuals involved in the meeting, in case your boss needs to contact them for any reason.

Whenever possible, include the location’s phone number (if they are a restaurant or business for example), and the contact information for the individuals involved in the meeting, in case your boss needs to contact them for any reason.

As a C-Suite Executive Assistant, it is your duty to be thorough; include pertinent information about any individuals involved in the meeting with your boss, such as their online bio, LinkedIn information, or CV as an appendix to the itinerary.  This will prepare the executive you support with snapshot information before their meeting, so they never have to struggle trying to recall who is who.  Whenever possible, include a photo (such as a LinkedIn profile picture).

Note any free time during the duration of the trip the same way you would a meeting.  Use a different color or font style so that this time stands out to him/her and they can readily identify when they have a break (or what time they have available to reschedule).

Use a different color or font style so that this time stands out to him/her and they can readily identify when they have a break (or what time they have available to reschedule).

Appointments and reservations should always be confirmed the day or two before they are scheduled to occur. 24 hours before a flight or train departure, check with the airline or train station to inquire about potential delays (particularly during cold weather months due to ice/snow). Remember to call credit card companies and banks and notify them of your boss’s plans, locations and dates of travel. Banks and credit card companies will sometimes freeze accounts if they believe there is possible fraudulent activity (activity that is inconsistent with so-called typical activity; example, charges in Wyoming, but your boss’s account is based in New Jersey).

Finally, email an electronic copy to your boss, and to anyone else they request a copy to be sent to (their spouse, business partner, etc.) Print off several copies for him/her to keep in his/her carry-on, briefcase, and/or purse, and print a hard copy for yourself for easy access.

Did we miss anything? Do you have some exceptional assistant tips of your own?

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Executive Assistant Templates

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.

Grab them all now!

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Travel checklist for executive assistants

What to include in a travel checklist for executive assistants, 1. start by gathering intel for the upcoming trip.

• Destination
• Planned meetings
• Stakeholders
• Personal preferences
• Full name (as it appears on passport or driving license)
• Email and home address
• Cell phone number for contact information (notification of delays or cancellations to journeys)
• Credit card details
• Frequent flyer details and any loyalty schemes or rewards available

2. Put together a travel itinerary

3. prepare for changes in travel and safety information, how to cancel a trip and get a refund with flexiperk, brief your executive or staff member before the trip, your travel checklist for executive assistants, travel & logistics.

• Travel itinerary
• Travel documents: VISAs, passports, vaccine certificates & hotel reservations, etc
• Confirmation numbers
• Carry-on requests
• Google maps or some form of mobile map service
• Loyalty or reward membership numbers
• Car rental and parking information
• Accommodation and venue bookings
• Protocol for any last-minute changes
• Company credit cards
• Spending money in various forms (bank cards, prepaid cards, and cash/local currency)
• Expense information and spreadsheets—or an app

Meetings and events

• Bios on attendees
• Location for meetings/events
• Notes on dress code and business etiquette (for international travel)
• Business cards and other relevant stationary
• Hot spots and recommendations for sightseeing and extra travel time

Closing out with some extra travel tips for good measure

Turn on travel notifications and alerts, wrapping up this travel checklist.

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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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Issue: July / August 2015

An Admin’s Guide to Travel Planning

By Julie Perrine / July 25, 2015

From apps to stats, Julie Perrine takes us on a journey and shares her guide to travel planning

As an administrative professional, it’s your responsibility to make your executive’s professional life easier. This probably isn’t an issue when your executive is sitting nearby at their desk, but it gets a little more complicated when he or she has to travel.

Making travel arrangements for your executive and keeping him or her as productive and stress-free as possible on the road requires planning. There are a lot of details to figure out, reservations to make, and schedules to coordinate. And even if you plot out every last detail of the trip, there’s still no guarantee your executive won’t experience a travel snag. So the best thing you can do is be as organized as possible, and be ready to solve travel problems in the moment.

But how do you do that?

These best practices will help make the travel planning process before, during and after a trip as simple and stress-free as possible.

Develop travel planning templates and checklists

My travel planning documents are some of the most useful tools in the travel planning process. One of my main motivations for creating a lot of these travel forms, templates, and checklists is because I forgot (or was afraid I would forget) an important detail in the travel planning process. In these instances, I was forced to resolve issues on the fly as my executive was checking into a hotel, boarding a plane, or renting a car. It was stressful for my executive and me, so I sought out ways to prevent mistakes or oversights from happening again.

The primary documents I developed to keep me on track include: a traveler profile form, a travel planning intake checklist, and a travel itinerary template.

Traveler profile form

The traveler profile form is a single page document that includes all of the contact information for each traveler I supported. It includes their name, title, employee ID and other related work contact details, as well as their home contact information. The form has a section for airline preferences, including frequent flier numbers and status, seat preferences, and meal requests. There are also sections for car rental memberships, hotel preferences, and passport and citizenship details. This was a helpful form for my travel agent and any assistants who filled in for me while I was out of the office.

Traveler planning intake checklist

The travel planning intake checklist is a multiple page form that includes sections for commercial or charter flight arrangements, ground transportation, hotel accommodations, dining reservations, meeting or event details, and room for additional notes. Each section also includes related details that need to be handled, and specific questions to ask the traveler to ensure all of the relevant information is successfully captured. This checklist kept me on top of all of the details related to each trip my executive took.

Travel itinerary template

The travel itinerary template is the ultimate document in summarizing, verifying and creating order out of all of the planning details. To effectively organize all the details, you need a travel itinerary template that you use consistently. Don’t ask your travelers if they want one – just do it! You’ll save them a lot of time and hassle in sorting through multiple documents or scrolling through multiple emails to find the information they need while they are traveling.

If you haven’t done a lot of travel planning, one of the first things I encourage you to do is think chronologically. What is the order of events for your traveler throughout their trip? This will help you get all of the necessary arrangements made from the start (flights, ground transportation, hotel, meals, meetings etc).

If you need some help getting started, download my travel itinerary template at www.AllThingsAdmin.com/free-templates . It’s designed to cover all of the basic details that need to be included on an itinerary for a traveling executive. Not every trip requires airline travel. Not every trip requires rental cars. It may change from trip to trip and traveler to traveler. Remain flexible. Customize your template to make it fit your executive’s specific travel needs.

Treat the compilation of the itinerary as though you are the traveler

Include all the traditional information, such as flight, hotel, and car rental details, as well as additional, useful information, including driving directions, dining options, and entertainment venues.

Even if your executive prefers to have everything available electronically when they travel, a printed travel itinerary can save the day when their internet connection is bad or their phone battery dies. It’s also a valuable resource for you to keep printed and accessible at all times so you have all of the details and phone numbers you need at your fingertips if they call and need help navigating a travel snag.

Finally, before you give your executive the itinerary, make sure to proofread it. There are a lot of details in there and you don’t want to mistakenly throw your executive off with a typo.

A travel itinerary is a valuable resource that helps ensure you and your executive are on the same page for the duration of the trip, and that it’s as productive and smooth as possible.

Develop a relationship with a travel agency

Travel agents are an admin’s best friend when it comes to figuring out trip details and making reservations, especially for complex travel itineraries. They have extensive knowledge of the travel industry and frequently have access to tickets, suppliers and prices that are unavailable online.

But to get the most out of this resource, you need to develop a long-term relationship with a local travel agent or agency affiliated with a national brand. This ensures you’ll have a trusted, reliable travel advisor who can offer assistance and access online money-saving booking tools. My travel agents have saved my executives, former employers, and me a lot of money throughout the years. They’ve corrected mistakes, secured better seats at better prices, and saved the day on more than one occasion.

Most travel agencies charge a ticketing fee to assist with booking tickets, but I look at it as “travel insurance” if things go bad. That fee means I have my travel agent on standby on the other end of the phone line if my traveler encounters a travel issue of any sort. They typically have more resources and expertise in resolving the issue more quickly and effectively than I could ever do on my own. However, this fee means a travel agent might not always be the cheapest option for a trip.

So, when do you call the agent and when do you go it alone?

Use a travel agent for:.

• First-class travel
• Refundable tickets
• International travel
• Multi-stop trips
• A trip that requires research to figure out the best options at the executive’s destination.

Book it yourself for:

• Coach tickets
• Non-refundable tickets
• Personal travel
• Repeat itineraries

A travel agent’s ticket fee can be worth it if you consider the time, stress and hassle you save by having someone else do the research and booking for you. An agent also gives you and your executive some reassurance that he/she won’t be stuck in an airport or bad hotel, or over pay for a trip.

Preparing your executive before, during and after a trip

As an admin, there are several things you can do before, during and after a trip occurs to help your executives be as prepared and efficient as possible.

Before your executive departs, create a travel folder with a copy of their printed itinerary, envelopes for travel receipts, and any important travel documents or meeting materials he or she will need while traveling. Make sure their mobile office is ready for travel by replenishing business cards, batteries, basic office supplies, and other consumables. Create a checklist to ensure your executive always leaves with all of the cords, adapters, flash drives, computers, phones, tablets and presentation tools he or she will need. Discuss how you can best assist him or her during travel so you both have the same expectations of how communication and work will flow in their absence.

Learn as much as you can about your traveler’s destination in advance of their trip.

• What is the local currency?
• What is the local time zone?
• Will they need power adapters for electrical cords?
• What local laws or cultures does your traveler need to be aware of?
• What diseases are common for area(s) that will be visited?
• Is the area prone to natural disasters or pests that can pose a travel risk?
• Are there security warnings in effect?
• Does your traveler’s health insurance provide international coverage?
• Does your traveler’s mobile phone plan provide coverage (especially for international travel)?

If vaccinations or medications are required for the trip, your traveler may need to visit a doctor who specializes in travel health four to eight weeks before their departure. If your traveler is traveling internationally, locate the contact information for your country’s local embassy or consulate in the destination country.

While your executive is away, communication is key

Be sure you’re clear on their preferred method of connecting – phone, email, texting etc. What types of updates do they want and how often? Are you able to share their travel details with others internally or is it strictly confidential? It’s also a good idea to catch up on your executive’s filing and cleaning their office so things are neat and tidy when he or she returns. Ask yourself, “What would make their re-entry process as smooth as possible upon their return?” Then take care of as many of those details as you can.

When your executive returns to the office, the first thing you should do is retrieve their travel folder

Be sure all travel receipts are in it. Note any important details required for submitting their expense report. Then process the expense report as soon as possible so your executive gets reimbursed in a timely manner. Replenish any mobile office supplies that are low so you’re both ready for the next trip. Review any outstanding voice messages, emails, or other important updates with your executive. Finally, ask him or her if everything worked well during the trip, including flights, transportation and accommodations. Find out what you can adjust or change for the next trip, and update your travel planning notes accordingly.

You also need to pay attention to your executive’s health after the trip. If your executive isn’t feeling well, he or she should see their doctor and alert him or her of their recent travels. People visiting areas prone to malaria should continue taking their anti-malaria medications upon their return to prevent infection. Malaria symptoms can take up to a year to appear, so tell your executive to seek medical attention if he or she feels sick.

Technology is your friend

There are countless travel planning resources and apps available online and for download on your mobile device. Travel sites, such as Frommer’s and Fodor’s, can provide valuable travel insights on everything from the best time to book airfares to specific destination information. Travel apps like TripIt and GateGuru can make the process a little more manageable and a lot less stressful.

Here are some travel app categories that you should research, download and test out. If you like how they work and find them helpful, then install them on your traveler’s devices before their next trip:

• Trip planning apps (eg TripIt, SeatGuru)
• Airline apps
• Flight tracking apps (eg Flight Aware, Flight Tracker)
• Ground transportation apps
• Restaurant and dining apps
• Currency converter apps
• Cities regularly traveled to
• Time zone apps
• Weather apps
• Connectivity and sharing apps (eg Skype, Evernote, GoToMeeting)
• Translation apps
• Dictation apps (eg Dragon Dictation)
• Book reading apps
• Movie watching apps
• Social media apps

How to stay current as a travel planner

The travel industry is changing and evolving all of the time. So it’s important for admins to develop best practices for coordinating travel and engage with staying current as a travel planner. Here are some ways you can do that.

1 Read travel websites, blogs, e-newsletters and magazines

You need to be educated on what tools exist to help you successfully accomplish your job as a travel planner. There are a wealth of resources out there and many of them are at your fingertips – quite literally. Figure out which ones work best for the types of travel you coordinate and use them!

2 Connect with travel planning experts and service providers on social media

When you come across a new travel resource in your reading, connect with them on social media. Search Facebook, Twitter and LinkedIn for the airlines, ground transportation companies, hotels and other travel resources you already use. Then “like”, follow or connect with them so you can stay up-to-date on the latest news, trends and tips.

3 Attend events and conferences

There are numerous events and conferences held annually that are hosted by travel or trade groups. Watch for them and attend when possible. Some of these organizations also offer free or low-cost online training with industry experts.

4 Do internet research

If you have a burning travel question, do an internet search and see what you can learn on your own. There are countless travel review sites that often have first-hand advice and tips from experienced travelers.

5 Ask your travel agent

Travel agencies make sure their agents are subject matter experts on destinations around the world. Reputable agencies regularly invest in training their agents and sending them to the destinations so they can share first-hand experiences with you. Tap into their wealth of knowledge and expand yours at the same time.

6 Ask other travelers

Never underestimate the advice of other travelers. Ask as many people as you can about their experiences, what they enjoyed, what they’d do again and what to avoid.

7 Travel yourself!

Travel is one of the best ways to become a better travel planner. It gives you a new appreciation for the details that go into the planning process. You gain a new respect for the stress that is associated with various types of travel. And it helps you understand just how important your role is in planning and preparing for each trip your executive takes.

If doesn’t matter if you’re brand new to travel planning or you’re a seasoned pro, coordinating travel for your executives can be challenging. By implementing some of these best practices, tips and advice, your confidence will increase. Your skills will improve. And you will make your travel planning responsibilities less stressful, more enjoyable and downright fun!

Put online travel planning resources to use

The web is a valuable source for travel information – whether you want to make reservations, get recommendations or learn more about a particular destination.

Below are some of the online resources I’ve come to rely on for travel planning. Make a point to visit each site. Explore what each has to offer. Sign up for their free newsletters. Visit them regularly to become familiar with the ins and outs of travel planning. You’ll become more knowledgeable and gain confidence in your abilities. Your executives will appreciate the value added support.

Frommers ( frommers.com )

Frommers has destination info, hotels, trip ideas, deals, news, tips and tools, blogs, member forums, and more!

TripIt ( tripit.com )

With the simple forward of an email, you can turn your flight, hotel, and rental car information into a mobile travel itinerary that organized everything in one convenient location. All of the trip details are accessible from mobile devices or can be printed for your traveler to have in hand.

Landlopers ( landlopers.com )

Explore destinations worldwide, find great restaurants, and research the best means of transportation (planes, trains, ships). Check out their “top travel tips” page – specifically the “top travel apps.”

Smart Women Travelers ( smartwomentravelers.com )

If you support female travelers, there are a lot of very good tips and ideas for staying safe, efficient, and productive while on the road.

Christopher Elliott ( elliott.org )

Christopher Elliott is a consumer advocate, multimedia journalist and professional speaker known for his practical advice and creative solutions to customer-service problems primarily in the travel industry.

SeatGuru ( seatguru.com )

Ever had one of your travelers complain about their airline seat size, location, or legroom? SeatGuru includes more than 700 airplane seatmaps from nearly 100 different airlines.

FlightStats ( flightstats.com )

Track flights, view airport delay information, find out what the weather is like in the destination city, setup alerts, and much more. This site can help you troubleshoot potential delays before they ever occur with a few mouse clicks.

The Schengen Visa ( schengenvisainfo.com )

A Schengen Visa makes it easier for a traveler to travel between its 26 member countries. This site explains everything you need to know about the visa, including how to apply for one.

Limolink ( limolink.com )

Reserve chauffeured limo or car service in cities around the world. This site allows you to locate providers and book reservations.

Kiss, Bow, or Shake Hands

This book by Terri Morrison and Wayne Conaway is a great read on how to do business in different countries and abide by international customs.

Travel Weekly ( TravelWeekly.com )

Travel Weekly delivers late-breaking news, analysis and research on the travel industry. It provides travel planners with a global perspective through in-depth coverage of airlines, car rentals, cruises, destinations, hotels and tour operator as well as technology, economic and governmental issues.

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8 comments on “ an admin’s guide to travel planning ”.

Hello, Thank you so much for this article! I started a new job as a Travel Coordinator at a Tech Company in February and I’m still learning the ropes. Essentially, I’m an administrative assistant that books a lot of travel. I’m not certified as a travel agent but the core of my job is booking travel. I mostly book through third-party sites like Expedia, Google Flights, etc. I was wondering if you had any advice on using a travel agent or becoming certified myself. Do you think it would help?

This is such a useful article – thanks!! I’m organising a complex trip through my work which has involved many inter changing flights which i booked myself but now wish i’d gone through an agent as i’m worried about delays etc. I will ensure my colleagues have the necessary travel insurance in place. The Flight apps are very useful so i will make sure i set up alerts on all flights so I can keep track!!

Great info. I am just starting to plan trips for guest speakers, so this is extremely helpful. Thanks!

This is a great article, thank you for putting so much useful information in one place. A great site I don’t see mentioned is https://matrix.itasoftware.com/ especially when looking for the most economical route as it allows you to choose multiple cities in an area and dates of travel.

[…] An Admin’s Guide to Travel Planning – … – As an administrative professional, it’s your responsibility to make your executive’s professional life easier. This probably isn’t an issue when your … […]

I totally agree with that statement that technology is your friend. It’s so true that there many travel planning resources that exist. You just have to do a little research to find them.

That’s wonderful, thank you for putting in every small thing in detail. Yes totally agree that technology is our friend, and as busy professionals & entrepreneurs it becomes difficult sometimes to plan for proper time management. I have used Habiliss virtual assistant services to plan-up few of my trips in India and all I would want to say is ‘Incredible India!’

Wonderful guide! Thank you for sharing it with us!

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How to Craft the Perfect Travel Itinerary

by Chelsi | Aug 4, 2023 | Blog , LifeSquire Connect

Creating a travel itinerary for your executive is a very important task you’ll encounter as an executive assistant. A well-organized travel itinerary can make or break an executive’s business trip, saving them a great deal of stress and time while also showcasing your exceptional attention to detail and time management skills as an executive assistant.

The responsibility of creating a travel itinerary can feel overwhelming, even for the most experienced executive assistants. However, fear not, as we will guide you through the process of putting together a successful and seamless itinerary for your executive!

Discuss Their Travel Preferences:

The first and most essential step in creating a travel itinerary for your executive is to understand their personal travel preferences, especially if this is your first time planning a trip for them. You want to be on the same page from the start to ensure a smooth and enjoyable journey.

Flight considerations:

• Determine if they have a preferred airline or if they collect air miles for a particular carrier.
• Understand their seating preferences, such as flying business class and choosing between window or aisle seats and front or back of the plane.
• Inquire about their in-flight meal preferences and any food allergies they may have.
• Clarify whether layovers are acceptable or if they prefer direct flights for efficiency.

Transportation preferences:

• Learn about their preferred mode of transportation, such as renting a car, private driver, rideshare service, or public transportation.
• Determine if they prefer you to book transportation in advance or if they’d rather arrange it upon arrival.

Accommodation preferences:

• Inquire about their accommodation preferences, whether they prefer staying in a hotel or a rented apartment or condo.
• Find out if there are specific amenities they prefer to have, such as an on-site restaurant, gym, pool, conference rooms, etc.
• Understand their breakfast preferences, whether they prefer it included at the hotel or prefer to eat out.

Additional things to know:

• Determine if they like to explore the city during their free time or if they prefer going back to their hotel to rest.
• Ask if they want you to book any additional activities during their trip.
• Inquire about their meal preferences for business or personal dinners.
• Find out if they prefer a digital travel itinerary or a printed paper itinerary.
• Check if they want a bare-bones itinerary or a super detailed one.
• Check if the company has any corporate discounts you can utilize for bookings.

You can gather this information by asking your executive directly, consulting with other colleagues, or reaching out to a previous assistant, if appropriate. Keeping a document with these details will help you easily refer back to them when booking future travel.

Know the Purpose of The Trip:

Once you have a good understanding of your executive’s general travel preferences, it’s time to delve into the specifics of their upcoming trip.

Understand the purpose of the trip:

• Determine the primary goal of the trip, whether it’s conducting research, attending a conference or business meeting, or pitching business to a client.
• If there are multiple engagements during the trip, prioritize and understand their preferences to ensure the itinerary aligns with their goals and objectives.

The purpose of the trip will significantly influence the itinerary and travel plans. For example, if they are looking to impress a prospective client, you may want to book a nice hotel close to the client’s office with an on-site bar for post-meeting drinks.

Know the Details:

Creating a comprehensive travel itinerary for your executive requires knowing exactly where they need to be and when. Once you know the key meetings and events, you can carefully plan the rest of the itinerary around them, ensuring a well-structured and efficient schedule.

Be sure to note the time, date, and location of every meeting, appointment, and business dinner or event. This level of detail will not only impress your executive but also help them stay organized and on top of their engagements during the trip.

Make Note of Non-Work-Related Requests:

Even though your executive is traveling for business, they may also have other personal requests or interests in the place they’re visiting. Taking note of these preferences and incorporating them into the itinerary will enhance their overall experience.

Non-work requests may include:

• Meeting up with friends or family who live in the city.
• Keeping up with their exercise routine, requiring access to fitness facilities or nearby outdoor spaces.
• Sightseeing and exploring local attractions during downtime.
• Dining at specific restaurants they enjoy or that are renowned in the area.
• Recommendations for shopping destinations to buy gifts or souvenirs for their loved ones.

By catering to these personal requests, you will not only demonstrate thoughtfulness as an executive assistant but also contribute to a more enjoyable and well-rounded trip.

Creating the Actual Itinerary:

With all the essential information gathered and considered, it’s time to piece together the travel itinerary like a puzzle, ensuring all the elements fit cohesively and meet their needs and preferences.

Book from Door-to-Door:

As you begin booking, it’s crucial to think about the journey from door to door. This means not only securing their flights but also planning transportation to and from the airport at both ends of the trip. Put yourself in your executive’s shoes and consider what they would require at each stage of the journey.

Timing is Key:

When it comes to travel planning, the timing of each element is just as critical as the locations and modes of transportation. Carefully think about the time needed to get from one point to another, and factor in time for meals, filling out paperwork, or buying tickets for public transit. Avoid creating a tight schedule that might cause your boss to rush or show up late to important meetings.

• How much time ahead of their flight do they need to arrive at the airport to check-in and clear security?
• How long will it take them to get to the airport, taking into account potential traffic or other delays?
• What is the estimated travel time from their hotel to the client’s office or other essential locations?

By considering these time factors, you can create a balanced itinerary that allows for a seamless and stress-free trip.

Be Mindful of Small Details:

In travel planning, it’s often the small details that make a significant difference. As an executive assistant, your role is to be mindful of these details to ensure a smooth and trouble-free trip for your executive.

• Have you considered any time zone differences, particularly if the trip involves international travel?
• If a flight arrives before the hotel’s official check-in time, have you planned for luggage storage or early check-in?
• Research whether modes of transportation in the area accept credit cards, or if your boss needs to have local currency available.
• Always have a ‘Plan B’ in place in case something goes wrong, such as a hotel cancellation or flight delay. Flexibility and contingency planning are essential in travel arrangements.

Additionally, consider how you can provide assistance from the office if your executive experiences any travel-related delays or issues during their trip.

Think of ‘Little Extras’:

Going above and beyond in travel planning will not only impress your executive but also make you stand out as an exceptional executive assistant. Consider adding some thoughtful touches and ‘little extras’ that will enhance their trip and contribute to their overall satisfaction.

Extras to consider include:

• Putting together a packing list based on the local weather forecast to ensure they are adequately prepared for any climate conditions.
• Ordering extra business cards for the trip, as they might be attending multiple events or meetings.
• Downloading relevant city guide apps or local transportation apps onto their phone to assist with navigation and exploring the area.
• Compiling a list of restaurant recommendations based on their culinary preferences and proximity to their accommodation or meeting locations.
• Researching and suggesting leisure activities or cultural experiences for their downtime to make the most of their free time.
• Packing a selection of healthy snacks for the plane journey to keep your executive energized during their travels.

Make Sure Travel Documents Are Updated:

Before your executive embarks on their trip, ensure that all their essential travel documents are up-to-date and in order. Don’t assume they have taken care of this on their own; it’s better to double-check and avoid any potential complications.

Before the trip, double-check the following:

• Confirm the expiration dates of their passport and driver’s license.
• Verify that their travel insurance is active and provides adequate coverage for the trip.
• Check if they need a Visa for any international travel they have planned.
• Determine if they require any vaccinations or proof of vaccinations for the country they’ll be visiting, and ensure they have obtained the necessary immunizations.

By taking care of these details in advance, you can prevent any last-minute travel document-related hurdles that could disrupt the trip.

Stay Organized and Keep Details in One Place:

The final travel itinerary you provide to your executive should be a comprehensive and well-organized document that contains all relevant travel documents and information in one centralized location. Being organized and having everything easily accessible will not only impress your boss but also ensure a smooth travel experience for them.

You can choose to create a digital travel pack or a physical wallet to keep everything in one place. Better yet, consider providing both options for extra preparedness.

The travel pack should include:

• A daily schedule that outlines all locations, times, and events on the itinerary.
• Detailed booking information for flights, hotel accommodations, and transportation arrangements.
• Contact numbers for airlines, hotels, and transport companies in case of emergencies or changes.
• A list of names and phone numbers of your executive’s overseas contacts and any colleagues they’re traveling with for easy communication.
• Copies of boarding passes for their flights.
• Any necessary visas or travel permits for international trips.
• Copies of their travel insurance policy documents for reference.
• A copy of their passport and driver’s license to have on hand.
• A packing list tailored to the weather forecast and specific trip requirements.
• Any additional extras or recommendations, such as a map of the city or local restaurant and attraction suggestions.

Consider using a travel planning tool such as TripIt to help keep all of these details organized in one place. This will streamline the process and ensure that you can quickly access and provide any necessary information throughout the trip.

Creating a well-crafted travel itinerary for your executive requires thorough planning, attention to detail, and consideration of their preferences and needs. By following the steps outlined above, you can ensure a successful and stress-free business trip, showcasing your expertise and dedication as an executive assistant.

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