travel checklist for executive ssistant

Confirm travel dates and destination with the executive

Check for any travel restrictions or advisories

Determine the purpose of the trip and required accommodations

Obtain necessary travel documents (passport, visa, etc.)

Book flights, hotel, and transportation arrangements

Coordinate with the executive's calendar for scheduling

Clothes appropriate for the trip duration and purpose

Toiletries (toothbrush, toothpaste, shampoo, etc.)

Medications and first aid kit

Electronic devices and chargers

Important documents (ID, insurance cards, itinerary, etc.)

Travel adapters and converters

Accessories (belts, ties, scarves, etc.)

Business cards and stationery

Confirm meeting/event details and make necessary arrangements

Prepare meeting materials (agendas, presentations, handouts)

Coordinate with other attendees and participants

Arrange for necessary equipment (projectors, laptops, etc.)

Organize transportation to and from meetings/events

Make restaurant reservations or catering arrangements if needed

Inform necessary parties about the executive's travel plans

Provide contact information for emergencies or inquiries

Set up automatic email replies or out-of-office messages

Share relevant itineraries or schedules with team members

Ensure the executive has access to reliable internet or phone service

Provide a list of important contacts (colleagues, clients, etc.)

Set a budget for the trip and track expenses

Arrange for currency exchange if needed

Provide the executive with a corporate credit card or travel allowance

Keep receipts for reimbursement purposes

Confirm travel insurance coverage

Make sure the executive has access to emergency funds if necessary

Research any health risks or vaccinations required for the destination

Pack necessary medications and a first aid kit

Share emergency contact information with the executive

Provide travel insurance details and emergency assistance numbers

Familiarize the executive with local safety precautions and customs

Keep a copy of important documents in a secure location

Remember to customize this checklist based on your specific requirements and the preferences of the executive you are assisting.