As an executive assistant, handling corporate travel arrangements for your boss is one of your most important responsibilities. Whether it’s coordinating a last-minute trip across the country or planning a multi-stop international tour, ensuring smooth travel is essential for keeping your executive on schedule and stress-free. In this guide, I’ll walk you through a step-by-step approach to booking corporate travel like a pro, so you can manage even the most complex trips with confidence.
Step 1: Gather All the Necessary Details
Before booking anything, collect all the information you need. Here’s what to consider when planning your boss’s travel:
- Dates and times: Get the specific dates and times for departure and return, considering any meetings or events.
- Travel preferences: Understand your boss’s preferred airlines, seating preferences, and hotel chains. Over the years, I’ve created a quick cheat sheet for my boss’s preferred travel style—like his surprising love for a middle seat at the front of the plane. I swear he has loyalty rewards with just about every airline out there! This cheat sheet helps streamline the booking process and ensures his comfort every time.
- Destination and meeting locations: Ensure you have the correct addresses for meeting venues or event locations.
- Budget: Clarify any budget constraints your company has for travel spending.
Step 2: Choose the Best Flights
With the details in hand, start searching for flights that fit your boss’s schedule. Here’s what to prioritize:
- Non-stop or direct flights: Whenever possible, aim for direct flights to reduce the risk of delays or missed connections.
- Flight timing: Consider flight times that allow for adequate rest or preparation before important meetings.
- Seating arrangements: Check your boss’s seating preferences and ensure their loyalty numbers are added to maximize any rewards.
Step 3: Book Accommodations
Choosing the right accommodations is vital for a stress-free trip. Your boss might need a quick stay near the airport or a spacious villa suite, depending on the occasion. ALWAYS check to see if your boss requires early check-in or late check-out. It’s always good to cover all the bases to ensure a smooth experience.
- Proximity to the destination: Always choose a hotel that’s close to the meeting or event location to minimize travel time.
- Amenities: Look for essential amenities, like free Wi-Fi, business centers, and fitness facilities, that can enhance your boss’s travel experience.
Step 4: Arrange Ground Transportation
Once flights and hotels are booked, make sure ground transportation is organized. Here’s what to consider:
- Car services: Consider booking a private car service to ensure timely and comfortable transportation for your boss.
- Rental cars: If flexibility is needed, arrange for a rental car, ensuring you include any specific requests, such as GPS or additional features. It’s crucial to pick a vehicle that aligns with your boss’s preferences. If your boss is anything like mine, he ONLY drives larger, high-end vehicles. If I were to get him a sedan, I can guarantee I’d never hear the end of it! Always make sure to choose a car that matches their style and comfort level.
Step 5: Create a Detailed Itinerary
Once everything is booked, I like to send him a quick itinerary. While he probably won’t look at it and will ask me questions throughout the day, it gives me peace of mind knowing we’re covered and there are no loose ends.
- Flight details: List all flight numbers, departure and arrival times, and terminal or gate information.
- Hotel information: Provide the hotel name, address, and check-in/check-out times.
- Meeting details: Include meeting times, locations, and relevant contact information.
- Transportation details: List all ground transportation options, along with pickup times and confirmation numbers.
- Local time zone: Ensure the itinerary reflects the correct time zone for each destination.
This is an example I made for a quick Cheat Sheet Travel Guide
Step 6: Double-Check for Accuracy
Before finalizing the itinerary, double-check all the details. I know this might sound like a pain, but trust me when I say it’s VITAL. Don’t even get me started on one of my horror stories—there was a time when the hotel didn’t have his reservation, and they were completely BOOKED. I ended up crying for hours! So, taking the time to verify everything is crucial.
- Confirm the spelling of names, especially for flights.
- Ensure dates, times, and locations are correct.
- Review cancellation policies for flights and hotels to be prepared for any changes.
Step 7: Stay Available for Any Changes
Corporate travel can be unpredictable, with flight delays or last-minute schedule changes. Be prepared to handle these issues quickly, ensuring your boss can reach you for assistance if needed.
