travel checklist for executive assistant

Pre-Travel Planning

Confirm travel dates and duration

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

Research destination and gather relevant information (local customs, transportation options, etc.)

Check for any travel advisories or warnings

Coordinate with executive regarding specific requirements or preferences

Book flights and other transportation needs

Make arrangements for accommodations

Schedule meetings/appointments

Book any necessary tours or activities

Research currency exchange rates

Establish a budget for the trip

Make any necessary reservations

Prepare an itinerary

Notify the executive's contacts of their travel plans

Prepare any necessary travel notices

Print out necessary travel information and documents

Arrange for transportation to and from the airport

Make a copy of the executive's passport

Obtain any necessary vaccinations

Contact the executive's insurance company for travel coverage

Set up a mail forwarding system

Accommodation

Book hotel or other accommodation

Confirm reservation details (check-in/out times, amenities, etc.)

Provide hotel information to executive

Arrange any special requests (early check-in, room preferences, etc.)

Transportation

Arrange flights, train tickets, or other transportation

Share itinerary with executive and relevant stakeholders

Check for any required vaccinations or health precautions

Organize airport transfers or ground transportation at destination

Packing

Create a packing list based on the executive's needs and destination

Include clothing, toiletries, electronics, and any necessary work-related items

Check weather forecast for destination and pack accordingly

Ensure necessary travel accessories (adapters, chargers, etc.) are included

Documentation and Finances

Print or save electronic copies of travel documents (itinerary, accommodation details, etc.)

Check executive's expense policy and ensure necessary funds or credit cards are available

Inform executive of any currency exchange requirements at the destination

Provide emergency contact information to executive

Health and Safety

Check if any vaccinations or medications are required for the destination

Research local medical facilities and emergency services

Ensure executive's travel insurance is up to date

Share emergency contact details with executive and relevant stakeholders

Communication and Technology

Confirm access to necessary communication tools (phone, internet, etc.)

Provide executive with contact details for relevant individuals or departments

Test and pack necessary electronics (laptop, phone, chargers, etc.)

Familiarize executive with any local communication norms or customs

Miscellaneous

Arrange for pet care, plant watering, or any other personal responsibilities

Set up out-of-office notifications and delegate tasks to appropriate colleagues

Confirm any meetings or appointments at the destination

Double-check all arrangements and confirmations before departure

Remember to customize this checklist based on the specific needs and preferences of the executive you are assisting, as well as the destination and purpose of travel.