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Planning executive travel can feel a bit like orchestrating a symphony — where every note (and flight…and hotel reservation) needs to be perfectly timed. As an Executive Assistant, you’re not just booking trips, you’re crafting seamless, stress-free journeys worthy of a standing ovation.
Whether you’re a seasoned pro or new to the role, this ultimate checklist will keep you organised, on track…and maybe even a step ahead of your exec’s next ‘just one more thing’ request.
Pre-travel Planning for Executive Assistants
Before your executive ever steps foot in an airport lounge, the real magic happens behind the scenes. Pre-travel planning is where Executive Assistants shine — turning chaos into calm with careful co-ordination, thoughtful details and a sixth sense for what could go wrong (and how to prevent it). This section covers everything you need to lock in before take-off.
Gather necessary travel documents
Before sending your exec off into the wild blue yonder, you’ll need to make sure they have all the necessary documentation for their trip. Here are the must-have and some potential documents your traveller will need:
Passport — valid for at least 6 months beyond the travel date
Visa(s) — if required for the destination country
Flight Itinerary — including confirmation numbers and e-tickets
Hotel Reservations — with address, check-in/out times and confirmation numbers
Transportation Details — rental car booking, car service confirmation or public transport info, as applicable
Travel Insurance Documents — medical coverage details, policy number and emergency contact info
Business Invitation Letter — if required for visa or customs
Meeting or Event Itinerary — agendas, schedules, key contacts and addresses
Emergency Contacts List — company contacts, local embassy and travel support hotline
Health Declaration or Vaccination Certificate — if required to enter the country (e.g. Yellow Fever vaccination is required for some countries)
Frequent Flyer and Loyalty Programme Cards — for flights, hotels and car rentals
Expense Reporting Guidelines — so they know what to track and save
Craft an itinerary
Crafting a business travel itinerary is all about balance: keeping it efficient, thorough and flexible enough to handle curveballs. Here are some key things to bear in mind:
Purpose First: Build the itinerary around the main reason for the trip — meetings, events, site visits, etc. — then work everything else around those priorities.
Time Zones Matter: Factor in time differences, jet lag and realistic recovery time after long-haul flights. If possible, avoid scheduling important meetings immediately after arrival.
Buffer Time Is Your Best Friend: Add cushions between flights, meetings, meals and transport. Delays happen and executives appreciate not having to sprint through airports or skip meals.
Location Logistics: Group meetings by location to avoid unnecessary travel time within an area. Include travel time estimates and backup transport options if needed.
Dining & Downtime: Schedule meal breaks, ideally with nearby restaurant options or reservations. If there’s free time, suggest activities or rest opportunities.
Clear, Concise Format: Make the itinerary easy to skim: bold headings, bullet points and time-stamped entries work wonders.
Contingency Plans: Have a Plan B (and maybe even a Plan C) for key elements — alternate flights, hotels or contacts if a meeting cancels.
During the Trip
Once you’ve waved goodbye to your exec, don’t expect to put your feet up and read a book. Even after wheels up, a good Executive Assistant stays on the ball. Here are some tips on how to keep everything running smoothly from a distance.
Real-time support
Providing real-time support during a business trip means staying available to troubleshoot issues as they arise — whether it’s a delayed flight, a rescheduled meeting or a last-minute dinner reservation. Quick responses and proactive solutions can turn travel hiccups into barely noticeable blips.
Communicate with travellers about trip information
Clear, timely communication is key to keeping executives informed and stress-free on the road. EAs should provide updates on itinerary changes, send reminders for important meetings or events and highlight key trip details like hotel check-in procedures or ground transport instructions. A quick daily briefing or summary can keep everything running smoothly.
Coordinate logistical details
Behind every seamless business trip is an EA juggling a dozen moving parts. Coordinating logistics means confirming transportation, double-checking meeting locations, ensuring the tech is ready for presentations and keeping contacts in the loop. By managing the moving pieces behind the scenes, EAs allow their executives to stay focused on the business at hand.
After the Trip
The trip may be over, but there’s still a bit of behind-the-scenes wizardry to wrap things up smoothly. These two post-travel tasks help tie up loose ends and set the stage for even better trips in the future.
Ease expense reimbursement
Collect all receipts — digital and paper — and ensure they’re organised by category or date. If your company uses an expense management tool, enter everything promptly and flag any missing items for follow-up. The faster this process is handled, the happier both Finance and your traveller will be.
Document the travel experience
Take note of what worked well and what could be improved for next time. Was the hotel comfortable and well-located? Were there any recurring issues with transportation or scheduling?
Keeping a simple travel log or debriefing notes can save time with future itineraries and help you fine-tune your executive’s preferences.
Making Travel Arrangements Easier with FREENOW
FREENOW can be a fantastic ally for Executive Assistants when it comes to planning and managing business travel, especially ground transportation. Here’s how:
Reliable, On-Demand Transport: access to a wide range of transport options, including taxis, private cars, e-scooters and more — all through a single platform.
Business Account Features: set up and manage travel profiles, monitor trips and control budgets in one central dashboard. You can pre-book rides, assign trips to specific cost centres and generate detailed invoices.
Streamlined Billing & Receipts: no more chasing down ride receipts. FREENOW automatically generates digital receipts and organises them under the business account, so you always have the documentation you need for reimbursement or reporting.
Support & Flexibility: things change fast during business trips and FREENOW is built for flexibility. Executive Assistants can book, modify or cancel rides in real-time and there’s in-app customer support for quick help if anything goes off track.Master these tricks of the trade and your business traveller will wonder how they ever managed without you! And if you’re looking for a little more insight into travel planning, check out our article on How to Effectively Plan Your Business Travel.
