What to include in a travel checklist for executive assistants
1. Start by gathering intel for the upcoming trip
- Destination
- Planned meetings
- Stakeholders
- The executive’s travel preferences
- Time zones
- Currencies
- Travel legislation and restrictions
- Airline policies
- Full name (as it appears on passport or driving license)
- Home address
- Cell phone number, email address and other contact information
2. Put together a travel itinerary
- Balance business and personal time: among networking dinners, in-person meetings, and industry events, be sure to weave in some downtime for your executive. Recharging and relaxing are just as important as work.
- Pre-book high-demand restaurants and activities: organise bookings for restaurants and activities ahead of time. Be sure to have a hold of reservation numbers, follow up on bookings made and clarify check-in times for hotel stays.
3. Prepare for unexpected changes
4. Brief your executive or staff member before the trip
- How they will get to their destination
- What your company’s duty of care policy is
- What their options are in case of an emergency
5. Turn on travel notifications and alerts
Travel checklist for executive assistants
Travel & logistics
- Travel itinerary
- Travel documents: VISAs, passports, ID, vaccine certificates and travel insurance,
- 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
Finances
- Company credit cards
- Spending money in various forms (bank cards, prepaid cards and cash/local currency)
- Expense information and spreadsheets
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