Top Tips for Executive Assistants Booking Travel

James Dent
James Dent
Last Updated: 19 December 2023

The Road to Hassle-Free Business Travel

In the fast-paced world of corporate travel, Executive and Personal Assistants play a crucial role in orchestrating seamless journeys for their colleagues. Whilst the task may appear straightforward, it often involves juggling numerous details, navigating complex travel policies, and ensuring compliance with company requirements. To simplify this process and make travel a breeze for all involved, we’ve compiled a handy guide packed with top tips for EAs booking travel.

1. Embrace Automation and Technology

In the digital age, harnessing technology is not a luxury but a necessity. Embrace Online Booking Tools that streamline the booking process, automate tasks, and provide real-time data on travel expenses. These tools can save you precious time, reduce errors, and enhance overall efficiency.

2. Familiarise Yourself with Company Travel Policies

A thorough understanding of your company’s travel policies is essential to ensure compliance and avoid potential issues. Familiarise yourself with preferred airlines, accommodation options, and any specific restrictions or requirements. This knowledge will empower you to make informed decisions that align with your company guidelines.

3. Prioritise Flexibility and Adaptability

The world of business travel can be unpredictable, with unforeseen delays, flight cancellations, or itinerary changes. Embrace flexibility and adaptability to navigate these situations smoothly. Stay informed about flight status updates, have alternative arrangements in place, and be prepared to adjust itineraries as needed.

4. Communicate Effectively with Travellers

Clear and concise communication is key to a successful business trip. Maintain open lines of communication with travellers, providing them with detailed itineraries, hotel confirmations, and any relevant contact information. Encourage them to share any specific preferences or requirements well in advance.

5. Embrace Budget Optimisation and Cost-Effectiveness

While ensuring traveller comfort is paramount, it’s equally important to consider the company’s budget. Research and compare options before booking, utilising corporate discounts or negotiated rates whenever possible. Consider using a TMC to do the leg work aggregating deals and optimising your travel costs.

6. Employ Risk Management Strategies

Business travel often involves venturing into unfamiliar territories. To minimise potential risks, incorporate risk management strategies into your planning. Research destinations thoroughly, check for any safety advisories on GOV.UK, and consider travel insurance to protect against unforeseen circumstances.

7. Handle Expenses with Seamless Accuracy

Streamline the expense management process by using a centralised platform that integrates with your Online Booking Tool. This will allow for quick and accurate expense reporting, timely reimbursements, and better financial control.


8. Leverage the Power of Technology

Utilise travel apps to provide travellers with real-time flight status updates, navigate unfamiliar cities, and access local information. These tools can enhance the traveller’s experience and minimise potential frustrations.

9. Embrace a Proactive and Personalised Approach

Go the extra mile by anticipating traveller needs and providing personalised touches. This could involve arranging airport transfers, securing essential visas or documents, or recommending local attractions and dining options.

10. Celebrate Successes and Continuously Improve

Recognise the positive outcomes of your efforts and continuously seek ways to improve your travel management practices. Gather feedback from travellers and colleagues to identify areas for enhancement.

By implementing these practical tips, Executive Assistants can transform the business travel experience from a logistical nightmare into a smooth and efficient process. Remember, your role is not just to book flights and hotels; it’s to ensure your colleagues arrive at their destinations well-rested, prepared, and ready to make a lasting impact. So, embrace technology, prioritise flexibility, communicate effectively, and always put the traveller’s experience first. Your efforts will not only save time and money but also contribute to the overall success of your company’s endeavours.

If you would like help achieving all this, speak to our team today about our celebrity service.

get in touch

View our privacy policy for details on the use of your personal data.

Like this article? Share it!