Executive Assistant Travel Checklist

Using an Executive Assistant travel checklist is the simplest and smartest way to ensure you don’t forget anything when planning travel.

Planning your own travel can be stressful at times, but planning the travel of your company’s senior executive team amplifies the stress massively. No doubt you’ll have racing thoughts if you’re new to being an executive assistant…

What if their passports expired and I didn’t check?

What if they miss their connection?

What if I get the flight boarding time wrong?

To ease this stress and anxiety, get some ideas from our checklist below, and prepare your own executive assistant travel checklist that you can use in your role and all future assistant roles.

We’ll be creating a downloadable Executive Assistant Travel Checklist PDF to share here in the coming months, so bookmark this and check back soon if you’d like to get your hands on it!

Checklist Categories:

Travel Itinerary:

The travel itinerary serves as the roadmap for the entire journey, encompassing details on flights, accommodations, meetings, and events.

Organizing this information in advance ensures a smooth and well-coordinated trip for your executive.

• Flights: Confirm departure and arrival times.
• Accommodations: Verify hotel reservations and check-in details.
• Meetings: Outline the agenda and confirmations.
• Events: List dates, times, and locations.
• Leisure Time: Identify opportunities for downtime.
• Emergency Contacts: Compile relevant numbers.
• Time Zone Adjustments: Plan for jet lag if crossing time zones.
• Weather Check: Pack accordingly for destination climate.
• Backup Plans: Anticipate and prepare for potential disruptions.

Flights and Accommodations:

Securing reliable and comfortable flights and accommodations is fundamental to a successful trip for your executive.

This category focuses on the details of the travel arrangements, from booking flights to selecting suitable lodgings.

• Flight Reservations: Double-check booking details.
• Hotel Confirmations: Confirm check-in and check-out dates.
• Loyalty Programs: Ensure points are accounted for.
• Room Preferences: Note any special requests.
• Travel Insurance: Verify coverage for flights and stays.
• Baggage Allowance: Confirm and pack accordingly.
• Check-In Online: Streamline airport processes.
• Loyalty Cards: Keep for potential upgrades.

Ground Transportation:

Navigating the destination requires thoughtful consideration of ground transportation.

Whether it’s arranging airport transfers, local transportation, or rental cars, this category helps in planning and organizing movement efficiently for your executive.

• Airport Transfers: Confirm reservations or rideshare plans.
• Local Transportation: Research options and plan routes.
• Rental Cars: Book in advance if necessary.
• Maps: Download offline maps for navigation.
• Parking: Arrange if driving or renting a car.
• Public Transit: Familiarize with local transportation systems.
• Driver Contacts: Save important numbers.
• Accessibility: Ensure transportation suits any special needs.
• Fueling Up: For rented cars, plan refueling stops.
• Traffic Alerts: Stay informed about local conditions.

Travel Documents:

The foundation of any international or domestic travel lies in having the right documents.

This category emphasizes the importance of passports, visas, ID cards, and any other necessary paperwork for your executive.

• Passport: Check expiration date and validity.
• Visa: Confirm requirements for the destination.
• ID Cards: Carry any necessary identification.
• Travel Insurance: Keep policy details handy.
• Boarding Passes: Download or print for easy access.
• Itinerary Printout: Have a physical backup.
• Emergency Contacts: List in case of document loss.
• Currency: Carry local cash and major currencies.
• Vaccination Records: If required for entry.
• Important Numbers: Embassy, consulate, etc.

Packing and Essentials:

Proper packing is an art that can significantly impact your executive’s trip.

This section covers not just what to pack but also essentials like chargers, adapters, and personal items that contribute to a well-prepared traveler. Keep in mind much of this will be managed by the executive themselves, such as clothing and toiletries, but it pays to be 100% clear with your executive about where the line is drawn and what you are responsible for.

• Clothing: Pack versatile and weather-appropriate attire.
• Toiletries: Bring travel-sized essentials.
• Chargers: For devices, including backups.
• Adapters: Ensure compatibility with destination outlets.
• Medications: Carry necessary prescriptions and OTC meds.
• Travel Pillow: Enhance comfort during long flights.
• Snacks: Have on-the-go energy boosters.
• Entertainment: Books, headphones, or other diversions.
• Backup Copy: Duplicate important documents digitally.
• Reusable Bag: Useful for unexpected purchases.

Meeting and Event Preparations:

For business trips, preparations for meetings and events are crucial. This category helps in planning for presentations, materials, and any other requirements for professional engagements, ensuring your executive is well-prepared and confident during business obligations.

• Presentation Materials: Bring printed and digital copies.
• Business Cards: Have an ample supply.
• Tech Requirements: Ensure compatibility for presentations.
• Dress Code: Adhere to event guidelines.
• Networking Goals: Outline objectives for each event.
• Event Schedule: Note start times and locations.
• RSVP Confirmations: Verify attendance to specific events.
• Note-Taking Tools: Bring a notebook or digital device.
• Follow-Up Materials: Pre-prepare thank-you notes or emails.
• Business Attire: Ensure appropriate outfits for all engagements.

Communication and Connectivity:

Staying connected while on the move is essential. This category addresses communication tools, devices, and plans for staying in touch with colleagues and family. It includes considerations for internet connectivity, local SIM cards, and other communication essentials for your executive.

• Mobile Devices: Charge fully before departure.
• Roaming Plans: Activate if traveling internationally.
• Wi-Fi Options: Research and note available networks.
• Communication Apps: Download essential apps.
• Power Bank: Keep devices charged on the go.
• Headphones: For calls and entertainment.
• Emergency Contacts: Share with relevant parties.
• VPN: Ensure secure internet connections.
• SIM Card: Purchase for local connectivity if needed.
• Backup Devices: Carry a spare phone or laptop.

Expenses and Reimbursements:

Tracking and managing expenses are vital aspects of any trip. This category outlines a system for recording expenditures, collecting receipts, and understanding the reimbursement process. Proper financial management ensures a transparent and organized travel experience for your executive.

• Receipt Organizer: Keep a designated pouch or folder.
• Currency Converter: Stay aware of exchange rates.
• Expense Tracking App: Simplify record-keeping.
• Corporate Card: Verify spending limits and notify the bank.
• Per Diems: Understand and adhere to company policies.
• Emergency Funds: Have a backup payment method.
• Reimbursement Procedure: Familiarize yourself with the process.
• Itemization: Break down expenses for accuracy.
• Meal Receipts: Separate from other expenditures.
• Digital Copies: Scan and save all receipts.

Health and Safety:

Prioritizing the health and safety of your executive is paramount during travel. This section covers aspects such as travel insurance, necessary vaccinations, and basic safety precautions. A well-prepared executive is not only productive but also ensures a secure journey.

• Travel Insurance Details: Carry policy information.
• Vaccinations: Ensure up-to-date vaccinations.
• Medication List: Document names and dosages.
• Emergency Contacts: Include local emergency services.
• First Aid Kit: Basic supplies for minor issues.
• Allergies and Dietary Restrictions: Communicate to hosts.
• Health Appointments: Schedule a pre-travel checkup if necessary.
• Local Emergency Numbers: Memorize or keep handy.
• Weather Precautions: Prepare for extreme conditions.

Miscellaneous:

• Provide a detailed travel itinerary to colleagues or assistants who need to be aware of the executive’s whereabouts.
• Set reminders for important tasks, such as checking in for flights, confirming hotel reservations, or attending meetings.

Final Word

Remember, this travel checklist for executive assistants serves as a general guide and can be customized to fit the specific needs and preferences of the executive and the travel destination.

Regular communication and coordination with the executive are essential to ensure a smooth and successful travel experience.

If you appreciate this checklist and want more access to our full suite of executive assistant resources, consider signing up for our Executive Assistant Certification courses for full access.