Planning business travel in 2025 is a whole different ball game than it was just a few years ago. We’re not just booking flights and hotels. We’re managing a full experience. One that supports our executive’s goals, reflects company values, and keeps everything running smoothly even when they’re halfway around the world.
As Executive Assistants, we know how quickly a small detail can make or break a trip. A tight connection. A last-minute visa issue. A hotel with no working Wi-Fi. It’s our job to catch those things before they become problems. And that takes skill, patience, and a lot of planning.
In 2025, planning business travel means staying on top of new tech, knowing how to navigate changes in global travel, and being strategic about sustainability and cost. But it also means knowing our executives really well. What helps them feel prepared? What makes them feel calm and focused when they travel? How can we remove as much friction as possible?
This guide is here to support you through every part of the travel planning process. Whether you’re brand new to it or just looking to sharpen your approach, we’ll walk through everything you need to know to plan business travel with confidence.
From pre-planning and booking to real-time support and post-trip wrap-up, we’ve got you covered. We’ll also dig into the best tech for planning business travel in 2025 and explore what it means to be a truly strategic travel partner.
What We’ll Cover in This Guide:
Laying the Groundwork – Pre-Planning Essentials
The Booking Process: Step-by-Step
Building the Itinerary
Managing Changes and Issues
Supporting the Executive on the Move
After the Trip: Wrap-Up and Reporting
The Best Travel Tech for Executive Assistants in 2025
Sustainability and Ethical Travel
Becoming a Strategic Travel Partner
Use this template to organise any complex trip.
Assistants downloading the ‘travel itinerary’ template can organise any complex trip for their Executive. Ensure you do not forget any details and cover every aspect of the trip, domestic or international.
Laying the Groundwork – Pre-Planning Essentials
Before we even open a booking platform or check flight options, planning business travel begins with one simple but important step: understanding why the trip is happening. When we know the goal of the travel, everything else – from timing and accommodation to the level of support your Executive will need – can be planned with purpose. It helps you set priorities, avoid unnecessary stress, and make smart decisions that genuinely support the outcomes your Executive is aiming for.
Understanding the Trip Objective
You want to be able to answer this quickly: Why is your Executive travelling?
Is it a big conference, a high-stakes board meeting, a potential client pitch, or a team strategy session? Each of these has different needs. Planning business travel for a conference, for example, might mean booking early access or sponsor dinners, while a client visit could mean researching nearby coffee spots for informal meetings.
Knowing what success looks like for your Executive will shape the schedule, the accommodation, and even how much buffer time they’ll need. Is it about landing a deal? Building relationships? Delivering a keynote? That insight gives your planning real purpose.
Travel Policy Check
Planning business travel always has to sit within the company’s policy. We’ve all been caught out by a last-minute budget limit or missing approval flow, so let’s avoid that.
Get familiar with what’s changed in your company’s travel policy this year. Look at the booking process, spending thresholds, class of travel allowed, and who needs to sign off on what. If you’re not sure, ask. It saves a lot of chasing later.
Don’t forget about duty of care. In 2025, planning business travel includes thinking about your Executive’s safety and well-being. What do they need to feel secure in transit and at their destination?
Traveler Preferences and Profiles
This is where your insider knowledge makes a difference. Planning business travel isn’t just logistical. It’s personal, and this is one of those areas where we can really add value. One of the most useful things you can do is create a dedicated travel preferences document for your Executive. Think of it as their travel profile, a quick-reference guide you can update any time.
This document should include everything that helps you plan business travel efficiently and avoid the usual back-and-forth. Here are some key sections to include:
Flight preferences: airline memberships or loyalty programs, preferred departure times, seat choice (aisle/window/extra legroom), travel class, and any major dislikes (like red-eye flights or tight connections).
Hotel preferences: include chains they prefer or avoid, loyalty memberships, room type, check-in/check-out flexibility, and what amenities matter (e.g., fast Wi-Fi, gym access, blackout blinds).
Dietary requirements: allergies, intolerances, or personal preferences, are especially important for international travel or meetings that include catering.
Ground transportation: whether they prefer pre-booked car services, ride-hailing apps, or self-driving, and if they need anything accessible or specific.
Travel routines: do they like to arrive early and prep, or land and go straight in? Do they prefer working en route or switching off completely? How often do they want check-ins from you during the trip?
Also include any red flags: hotels they’ve disliked, cities they’ve had trouble navigating, airlines that haven’t delivered. These insights help avoid repeating mistakes and show your Executive that you’ve really listened.
You can keep this document as a simple shared doc, a table in Notion, or part of your internal EA travel dashboard. The goal is to make planning business travel smoother for both of you. Once it’s built, you’ll wonder how you managed without it.
The Booking Process
Once you have the objective of the trip and your Executive’s travel preferences locked in, it’s time to move on to the actual bookings. This is where planning business travel becomes more like managing a project. There are a lot of moving parts, and not everything can be booked all at once. Flights often need to be confirmed before you can lock in hotel dates. Some hotels might not offer cancellation flexibility unless the flights are firm. And international travel? That usually can’t move forward without visa approvals and entry paperwork.
The trick here is keeping track of what’s been done, what’s pending, and what’s waiting on something else. A simple travel planning checklist or dashboard can help you stay on top of tasks and approvals. Planning business travel this way means you’re less likely to miss something important, and you’re better equipped to pivot when things change, which, let’s face it, they often do.
With a thoughtful and methodical approach, this stage of planning business travel becomes something you can genuinely feel in control of, rather than just reacting to.
Flights
When planning business travel, flights are often the first thing we book. The timing really does matter. Booking too early can limit flexibility if plans shift, and booking too late can send costs soaring. A good rule of thumb is about 4–6 weeks ahead for domestic trips and 8–10 weeks for international. But always build in time for internal approvals.
If you’re trying to stay within budget, watch for sales and flash deals – some airlines have them midweek or at off-peak hours. Set up flight alerts if you’re not quite ready to book. And don’t forget that some credit cards or loyalty programs offer discounts or upgrades that can stretch the travel budget further.
When choosing tickets, weigh the difference between fully flexible fares and restricted fares. You’ll often pay more for a ticket that can be cancelled or changed at no cost, but in some cases, that extra spend is worth the peace of mind, especially for high-priority trips that might shift at the last minute.
Direct flights are nearly always better for business travel, especially if the schedule is tight. If a connection is unavoidable, aim for a decent layover with enough time to make it through the airport without adding stress. And consider your Executive’s preferences when choosing the airline or route. If they’ve had a bad experience with an airline before, it’s worth factoring that in.
Seat selection also matters more than it seems. Some Executives like to plug in and work, while others use that time to sleep or disconnect. Based on the trip length and importance, you’ll know whether an aisle or window is better and when to book premium or business class.
If you’re working with a Travel Management Company (TMC) or a trusted travel agent, this is the stage where their support can make a huge difference. A good agent knows how to hold flights, compare fare classes, and sometimes even flag better routes or insider deals. If you don’t have that relationship yet, it’s worth building. The right contact can genuinely save a trip when plans go sideways, and they’re often able to rebook or escalate faster than you can on your own.
Accommodation
Planning business travel means finding accommodation that matches the needs of the trip and your Executive. In 2025, we have more options than ever, so it’s about choosing the right fit.
Hotels are still the go-to for most business travel. They offer reliability, loyalty perks, and 24-hour reception. Look for ones close to the venue to reduce travel stress. Prioritise those with strong Wi-Fi, a workspace in the room, and flexible check-in/check-out policies. If your Executive is a regular guest with a particular chain, use those loyalty points or benefits.
For longer trips, serviced apartments are often a better fit. They give your Executive more space and privacy, especially if they prefer to unwind outside of a hotel environment. Some serviced apartments also offer kitchenettes, which can be useful for dietary needs or those who prefer not to eat out for every meal.
And yes, Airbnb is still on the table in 2025. For certain trips, it can be a smart choice—especially in cities where hotel prices are sky-high or if the Executive prefers a more residential feel. Just make sure you check the cancellation terms, access process (no one wants to be fumbling with a lockbox at midnight), and security. It can be hit or miss, so if your Executive hasn’t used Airbnb before, a trial run on a lower-stakes trip might be a good idea.
Whichever route you go, always check for a cancellation policy that gives you room to move if travel plans change. Some booking platforms offer ‘flex’ rates that are easier to adjust. Booking directly with the hotel can sometimes open up better rates, upgrades, or perks, but don’t ignore corporate travel portals or Booking.com – they often offer negotiated rates or loyalty benefits too.
One final tip: keep a shortlist of trusted accommodation options by city. It’ll save you loads of time when planning business travel again in the future.
Ground Transportation
Planning business travel also includes getting your Executive smoothly from A to B once they’re on the ground. And let’s be honest—this part can easily make or break the flow of a trip. For airport transfers, you’ll want to weigh up private car services, ride-hailing apps like Uber or Lyft, and local public transport options. Private car services offer peace of mind with professional drivers, meet-and-greet options, and pre-confirmed pickups. But they tend to be pricier, so if budget is tight, a well-planned ride-hailing option might do the job just as well.
That said, apps like Uber and Lyft come with their own pros and cons. They’re flexible and often cost-effective, but availability can vary widely depending on the city, time of day, or even airport policies. Surge pricing can also become a factor. If your Executive prefers structure and reliability, this may not always be the best fit, especially after a long-haul flight or in unfamiliar cities.
Don’t rule out public transport, either. In cities like London, Singapore, or Tokyo, trains and metro systems can actually be faster and more reliable than a car. If your Executive is happy using public transport (or open to it), this can be a great way to save both time and money. Just be sure they’re comfortable navigating the system or that you’ve provided clear instructions, ticket options, and a backup plan.
For daily local travel, do your homework ahead of time. Are there taxis readily available near the venue? Does the hotel offer a shuttle service? Can you pre-arrange any transport to avoid last-minute scrambling? Some cities also offer corporate ride packages or concierge car bookings through hotels.
Planning business travel means being two steps ahead. Have that contingency plan ready – because if something goes off track, you’ll be the one making sure your Executive still gets where they need to be, on time and stress-free.
International Travel Considerations
Planning business travel across borders adds another layer. Always check the visa requirements well in advance; some processes are digital now, while others still take time.
Review the latest entry rules, vaccine policies, and travel advisories. Some destinations still have entry forms or health declarations. Make sure your Executive knows what to expect.
It’s also worth staying updated on real-time travel alerts and regional guidance. Things can shift quickly – strikes, weather disruptions, or new regulations can pop up with little notice. Make it a habit to check updates from your local government’s foreign office or international travel advisory services. This kind of awareness can save a trip from being derailed last minute.
Don’t forget the little details that make a big difference: local currency access, travel-friendly SIM cards or roaming, travel insurance that covers medical and cancellation, and any country-specific etiquette they should be aware of.
Planning business travel at this level helps your Executive stay focused on the purpose of the trip rather than the logistics. And that’s where we really shine.
Building the Itinerary
Once the flights, accommodation, and transfers are booked, the next key step in planning business travel is building a travel itinerary that your Executive can actually rely on. This step is absolutely critical. A great itinerary gives your Executive clarity, structure, and confidence before they’ve even left for the airport. It’s what they’ll refer to when they’re juggling time zones, chasing Wi-Fi, or dashing between meetings.
This isn’t just about putting times in a calendar. It’s about building a day-by-day (and sometimes hour-by-hour) schedule that’s clear, realistic, and designed around how your Executive works best. When the itinerary is done well, your Executive feels like everything is under control, even when they’re on the other side of the world.
It’s also worth remembering that the itinerary isn’t just for your Executive. You might share it with their Chief of Staff, team members, client contacts, the travel management company, or even their family. Anyone who might need to know where your Executive is, and when, can use it to stay informed and in sync. The more complete and accurate it is, the less chance there is for miscommunication or delays. Planning business travel with this level of thought and detail shows your Executive that you’ve got their back every step of the way.
Creating a Seamless Travel Schedule
Start by mapping out the entire trip from door to door. Planning business travel this way gives you a clear sense of how each part connects. Look at time zones, flight durations, airport transfers, and likely pinch points. Does your Executive need time to freshen up before a meeting? Do they work out first thing in the morning, or need a bit of quiet time at the end of the day? All of that matters when you’re building the itinerary.
Work backwards from the most important moments. That keynote, pitch, or client meeting should be the anchor point, and you plan the rest around it. It’s about giving them the best chance to arrive prepared and composed, not frazzled from a packed or badly timed schedule.
Meals are a small detail that makes a big difference. If your Executive hates making last-minute decisions about food, then help them out. Book dinners ahead or recommend lunch spots within walking distance. If you can, include menus or dietary options. Planning breaks between meetings is also key, build in a few quiet moments, even if it’s just 15 minutes to reset.
You’ll also want to add practical touches to keep everything running smoothly:
Send check-in reminders for flights and hotels.
Include confirmation numbers, addresses, and contact names directly in the itinerary.
Factor in jetlag recovery time, especially if they’re flying long-haul.
Adjust the pace of the trip if they’re crossing multiple time zones.
Here’s a quick checklist of what a strong travel itinerary might include:
Trip overview: Dates, destinations, and purpose of travel.
Flight details: Airline, flight number, times, confirmation code, seat info.
Accommodation: Hotel name, address, phone number, check-in/out times.
Ground transport: Car hire, transfers, taxi numbers, directions if needed.
Meeting schedule: Who, where, when, and contact details.
Meal bookings: Restaurant names, locations, and reservation times.
Local info: Weather forecast, currency tips, emergency contacts.
In case of emergency: Embassy details, travel agent support line, backup plans.
A solid itinerary gives your Executive one central source of truth. And when it’s done well, it shows how much thought and care you’ve put into planning business travel that works for them, not just around them.
Tools to Build and Share Itineraries
There are plenty of tools to help make this easier. Outlook or Google Calendar can work well if your Executive lives in their diary. Create events for each key leg of the trip, and include location details, confirmation numbers, and links.
Apps like TripIt or TravelPerk are also great for centralising all booking info into one timeline. They’re especially useful if you want to create a mobile itinerary that your Executive can access on the go.
Some EAs prefer to create a PDF itinerary and email it across, clean, simple, and printable. That works too, especially if your Executive likes to have a hard copy with them.
Whatever tool you use, make sure it’s shared with anyone else who needs visibility, whether that’s the Executive’s Chief of Staff, team members, or another Assistant supporting from another location.
Planning business travel at this level helps your Executive stay on schedule, avoid confusion, and feel taken care of from wheels up to wheels down.
Managing Changes and Issues
No matter how organised we are, things can and will go wrong when we’re planning business travel. Delays, cancellations, lost bags, missed connections – it’s all part of the job. And let’s be real, it’s rarely the airline or hotel that gets the frustrated call first. It’s us.
This section is all about helping you prepare for the unpredictable. We’ll look at what can go wrong and how you can build plans around it. Planning business travel well means not just organising the perfect trip, but knowing how to respond when the perfect plan starts to fall apart.
What Can Go Wrong (and How to Plan for It)
Some of the most common issues we deal with include:
Flight delays and cancellations
Missed connections
Overbooked hotels
Lost or delayed luggage
None of these are fun, but with a bit of prep, we can soften the blow. Keep alternative flight options noted, even if you don’t book them. That way, if there’s a delay or cancellation, you already know what to request next.
Have a Plan B, and even a Plan C if the trip is particularly high stakes. That might include:
A second flight departing within a few hours of the original one
A backup hotel near the venue or airport with flexible booking
Alternate transport options, such as rail or car hire, if flights are grounded
Think about what your Executive would do if they missed a connection, lost their hotel room, or had a car service no-show. Planning business travel with these ‘what ifs’ in mind means you’ve already mapped out solutions – and that makes all the difference. For luggage, always encourage your Executive to carry on essential items like medication, presentation materials, chargers, and a change of clothes, just in case.
Being ready with more than one option puts you in control when things shift, and that calm, prepared mindset is exactly what your Executive needs from you when travel plans go sideways.
If your organisation works with a travel management company (TMC), this is the moment they shine. Use them. A TMC will often have direct access to airline and hotel systems that we don’t. They can rebook faster, escalate issues with contacts we don’t have, and even suggest alternative routes we may not have thought about. A strong relationship with your TMC can genuinely save a trip from becoming a disaster. Make sure you know who your point of contact is, and that your Executive has access to their out-of-hours support number.
And remember, it’s not just about fixing the problem. It’s also about how calmly and quickly you respond that builds trust. Your Executive might not remember every smooth trip you planned, but they’ll definitely remember the time you got them out of a bind without breaking a sweat.
Your EA Toolkit for Travel Delays
Planning business travel includes planning for the unexpected. Here’s what we recommend you have ready for every trip:
A printed and digital copy of all confirmation details (flights, hotels, transport)
Emergency contacts for airlines, hotels, and your travel agent or TMC
Contact details for the local office, embassy, and key stakeholders
A short list of “Plan B” options, including extra flight times, backup hotels, and alternate transport routes
A communication plan, including how you’ll stay in touch with your Executive during the trip
Here are a few extra tips to keep in your back pocket:
Look up and pre-select a hotel inside or directly next to the airport. Make a reservation if it’s free to hold, and keep that confirmation handy. These hotels get booked quickly when there are mass delays or cancellations.
For car hire, work with a supplier based inside the airport terminal. This saves time and reduces stress, especially if your Executive is arriving late or has had a disrupted journey.
Some rental companies and hotels don’t charge until the day of arrival. Take advantage of that by securing a reservation in advance, and make a note to cancel it the day before if it’s not needed.
Save directions or pin locations in Google Maps or Apple Maps in advance for key destinations—especially if your Executive is unfamiliar with the area or may be navigating without Wi-Fi.
Set calendar alerts for check-ins, travel updates, or cancellation cut-offs to stay ahead of any last-minute issues.
These small steps don’t take long but can make a huge difference when things don’t go according to plan. And when they do, you’ll be the one with the solutions ready to go. This might sound like a lot, but having this information at your fingertips makes all the difference.
And don’t forget to tap into your network. One of the best resources we have as Executive Assistants is each other. If your Executive is visiting a client, reach out to the client’s EA. If they’re heading to a regional office, get in touch with a colleague based there. Share the itinerary and travel details, and ask if they’d be willing to check in with your Executive while they’re on site. It can be as simple as offering a contact number or greeting them on arrival, but it provides a reassuring local connection in case anything goes wrong, or just to make the trip feel a bit smoother.
Offer to do the same in return when their Executive visits your location. It’s a simple way to strengthen relationships and make planning business travel more collaborative and supportive. Having someone with local knowledge can be a lifesaver when plans change or delays start stacking up.
One final tip: be proactive. If you see a strike, storm, or delay coming up, warn your Executive early. Check their travel insurance coverage. And if needed, move fast to rebook before everyone else starts doing the same. Planning business travel with this level of care and foresight helps your Executive feel supported, no matter what happens.
Supporting the Executive on the Move
Once your Executive is out the door, the role doesn’t stop; it just shifts. When we’re planning business travel, part of the job is being the steady support while they’re away. That means anticipating what they might need, checking in without being overbearing, and being ready to respond if things shift while they’re on the move.
One way to really elevate this part of the role is to take the trip digitally. Visualise it. Use online tools like Google Maps, Street View, airport websites, or terminal maps to understand what your Executive will be walking into. Is the airport huge with multiple terminals? Are there known bottlenecks for taxis or customs? What’s the usual wait time to get through security at certain hours?
Take somewhere like LAX – if you know it’s notorious for delays getting out of the terminal and city traffic, plan that buffer in before the first meeting. Map the route from the airport to the hotel and from the hotel to each meeting location. Even if you’ve never been, this digital research helps you plan as though you have.
This kind of preparation is part of managing them on the road. You’re not just planning logistics, you’re understanding the full picture so you can make smart, informed decisions – even from a distance.
Now, before we dive into the practicalities of check-ins and support, let’s acknowledge something many of us hear far too often: “Your Executive’s away? Bet you can put your feet up now!” We laugh, but every EA knows the reality. When your Executive is travelling, you often work even harder. You’re adjusting your hours, managing communications across time zones, and keeping everything running without them physically there.
That’s why it’s so important to set clear expectations before they leave. When we’ve got that groundwork in place, we can manage the office while they’re on the road, and they can focus on the trip knowing we’ve got it covered. Planning business travel isn’t about taking a break, it’s about stepping up and supporting in a different, equally demanding way.
Check-ins While They’re Away
Every Executive is different. Some want daily updates, while others just want to know you’re there if they need you. Agree on a check-in rhythm before the trip. If there’s a time difference, schedule emails to land at a time that suits their schedule, with a short summary of what’s happening in the office and anything they need to know.
When you’re planning business travel, part of supporting your Executive while they’re away is making sure they don’t feel like they’re missing anything important. That’s where a clear, well-structured end-of-day debrief can really help. This debrief shouldn’t really include any logistical information about the trip; keep that separate. Instead, use the debrief to keep them informed and focused without overwhelming them.
Here’s a simple checklist of what you might include in a daily debrief:
Key updates from the office (team changes, project progress, urgent issues)
Decisions or sign-offs required (clearly marked with timelines)
Reminders for upcoming meetings or deliverables
Attachments or links to relevant documents (slide decks, agendas, reports)
A short note of encouragement or a check-in if they’re having a particularly intense day
Keep it clear, concise, and easy to scan. Your goal is to keep your Executive looped in, not buried in detail. This approach to planning business travel shows your Executive that even though you’re not physically with them, you’re still fully supporting them from wherever you are.
Track flights using the airline’s app or a tool like FlightRadar24. If there are delays, update any impacted arrangements before they land. That might mean contacting the hotel, adjusting meeting times, or letting a car service know to expect them later.
It also helps to keep a shared folder where both you and your Executive can access all the important documents – flight information, meeting agendas, hotel bookings, and more. Think of it as your digital travel wallet.
Remind them gently about key meetings, join virtual sessions if you’re needed, and keep their schedule moving behind the scenes. When you’re planning business travel, your Executive may be offline or distracted, and your remote support keeps everything on track.
Executive Needs On-the-Go
Apps and tools really come into their own here. TripIt, TravelPerk, or even a shared Google Drive folder with PDFs of every booking – they all help make your Executive feel supported. Digital travel wallets are great if your Executive prefers using their phone, but still send them a PDF they can refer to quickly, just in case.
Expense management tools like Expensify or SAP Concur can streamline reporting while they’re travelling. When planning business travel that involves multiple countries, it’s also worth thinking about how your Executive handles spending on the go. There are now several card options that support multiple currencies with minimal or no extra fees. Wise and Revolut, for example, allow users to hold and spend in multiple currencies, which can really cut down on exchange rate costs and make things easier for expenses. American Express does offer some multi-currency features, particularly through their Global Currency Card and corporate offerings, though it’s worth checking your organisation’s specific Amex policy if you’re using one of their cards.
If your Executive is in a new country, include a few cultural etiquette tips, like tipping norms or common greetings, so they don’t feel caught out in front of a client.
And don’t forget the basics. Once your Executive is in the hotel, send them an email with a quick summary of anything that will make their stay more comfortable and productive. These small touches go a long way, especially when they’re juggling a packed schedule.
Here’s what you might want to include:
Hotel amenities: breakfast times, gym and spa opening hours, Wi-Fi details
Local weather updates so they know what to expect each day
Nearby restaurants or delivery options—especially ones with good reviews or quick service
Public transport details or walking routes if they’re not using private transfers
Any hotel-specific features like laundry services or concierge hours
If your Executive requires something specific – like tickets to an event, a dinner booking, or a particular service – consider working with a local concierge service. They can act as your eyes and ears on the ground. You can brief them in advance and ask them to support your Executive directly during the stay. This is particularly useful when your Executive is visiting a high-profile client or has back-to-back commitments and little time to navigate the local area themselves.
Finally, always clarify expectations before the trip. Are you expected to work adjusted hours to match their time zone? Should you be in the office or working remotely? Knowing where you stand means you can support them confidently and without surprise 3am calls.
Planning business travel means being the invisible safety net while your Executive is out of sight. And when you do it well, they feel like you’re right there with them, no matter how far they’ve travelled.
After the Trip
Once your Executive is back, your role shifts again. This part of planning business travel is all about the wrap-up. From chasing receipts to debriefing the trip, this stage helps close the loop and sets the foundation for smoother travel next time.
Expense Reporting and Reconciliation
Let’s start with expenses. Whether your Executive is super organised with receipts or hands you a wad of crumpled papers, it’s our job to make sense of it all.
There are two main ways to manage this: manually (using spreadsheets and scanned receipts) or through automated tools. But, I can’t emphasize this enough, there are so many tools available now that there’s really no reason to stick with spreadsheets if you don’t have to. Expensify, SAP Concur, and TravelPerk all offer integrated expense management systems that pull in receipts, match them with card charges, and generate reports.
If your Executive is using a multi-currency card, like Wise, Revolut, or a corporate Amex with global currency support, some of these can be linked directly to your expense tools, making reconciliation much easier when planning business travel across multiple countries.
Here’s what to cover:
Track all expenses related to the trip (meals, transport, accommodation, incidentals)
Reconcile receipts with the credit card statement
Note any out-of-policy spend and flag it if needed
Submit the report for review and reimbursement (if your org requires it)
File everything digitally so it’s easy to access later
Some organisations have strict timelines for expense submission, so try to complete this part as soon as possible while everything’s still fresh.
Post-Trip Follow-Up
Once the admin is done, it’s time to reflect. A short debrief meeting with your Executive is the perfect chance to run through how things went, what could be improved, and what you’ll tweak for next time.
Make this part of your regular planning business travel workflow. Not only does it show your Executive that you’re thinking long-term, but it also helps you refine your own systems.
Here’s what you might cover in a post-trip debrief:
Quick summary of the trip’s outcomes (wins, learnings, missed opportunities)
Feedback on flights, hotels, meeting venues, and timings
Any issues they experienced (delays, confusion, tech problems)
Whether their travel preferences need updating
Health and wellness: Do they need a lighter day post-trip to reset?
You could also add a note in your shared document or travel profile for future reference. That way, when you plan business travel next time, you’ll build on what you’ve learned, making it smoother, smarter, and even more aligned with how your Executive likes to work.
The Best Travel Tech for Executive Assistants in 2025
Let’s talk tech. Travel planning is one of the most time-consuming (and sometimes frustrating) parts of our role. But with the right tools, it becomes much more manageable, and in many cases, much more accurate. Whether you’re booking the flights yourself, working with a travel agent, or using a TMC, there’s something out there to make the process faster, smarter, and more aligned with how we work as Executive Assistants.
Booking and Itinerary Tools
Some of the top names you’ll hear in 2025: TripIt, TravelPerk, Navan (formerly TripActions), Amex GBT, and SAP Concur. These tools help manage every stage of the trip from booking to real-time updates. They integrate with your calendar, generate itineraries, and offer alerts if anything changes.
Working with a Travel Management Company can be a huge time-saver. They provide 24/7 support, have better access to negotiated rates, and can help with everything from booking to managing travel disruptions. Of course, it comes at a cost, but the trade-off is peace of mind, especially for busy travel periods or high-stakes trips.
Communication and Coordination Tools
When your Executive is on the road, communication is everything. We like:
WhatsApp for quick messages and check-ins
Slack or Microsoft Teams for team-wide visibility
Google Maps with shared lists, pinned locations, and offline access for navigation support
These tools help bridge the distance and keep everyone on the same page.
Expense and Compliance Tools
Manual spreadsheets are out. Expensify, SAP Concur, and Rydoo are in. These tools automate expense tracking and integrate with multi-currency business cards (like Wise, Revolut, and Amex), making international travel much easier to manage.
Look for features like:
Real-time receipt capture
Automated policy enforcement
In-app expense approval workflows
AI and Automation in Travel Planning
If you haven’t explored AI yet, 2025 is the year to start. You can use ChatGPT, Perplexity, or tools built into platforms like TravelPerk to:
Draft itineraries
Suggest ideal flight times based on your Executive’s preferences
Automate reminder emails and updates
Monitor travel disruptions and suggest alternatives in real-time
AI tools are now smart enough to sync everything to your Executive’s calendar and provide predictive alerts for cost trends and potential delays.
Here’s a roundup of travel technology to explore in 2025:
We’ll explore a full list of travel apps, so you have them all in one place. If you haven’t tried some of these yet, it’s worth carving out time to test them. The right travel tech stack can completely change how you approach this part of the role.
TripIt – Smart itinerary manager that pulls details from confirmation emails
TravelPerk – All-in-one business travel booking with policy controls and analytics
Navan (formerly TripActions) – AI-powered booking, itinerary, and expense solution
Amex GBT – Full-service TMC with reporting, support, and integrations
SAP Concur – Enterprise-level booking and expense tool
Expensify – Real-time receipt capture and automated expense reporting
Rydoo – Expense management app focused on compliance and simplicity
Wise / Revolut / Amex – Multi-currency business cards compatible with expense tools
WhatsApp / Slack / Microsoft Teams – Communication and coordination on the go
Google Maps – Shared lists, pinned locations, and offline mode for navigation
SeatGuru – Helps select the best airline seat based on aircraft layout
LoungeBuddy – Lounge access finder and booking app for airports
PackPoint – Smart packing list generator based on trip type and weather
Hopper – Flight fare predictor that helps with cost-conscious booking
Circa – Time zone manager for international travel
Registered Traveler Programs – Global Entry, TSA PreCheck, etc., for airport speed
CityMapper – Public transit navigation in major cities
Valuta+ – Currency converter for international expense planning
AccuWeather – Global weather updates with alerts
Google Trips – Local attraction planner for free time
HotelTonight – Last-minute hotel deals with mobile booking
Spendee – Real-time expense tracker linked to business cards
Workfrom – Best Wi-Fi locations for remote work
Uber / Lyft / FreeNow – Ride-hailing apps tailored to each city
Airbnb for Work – Business-focused stays for teams and longer trips
AirHelp – Assists with compensation for delayed or cancelled flights
Timeshifter – Jet lag reduction app with personalised plans
Flio – Airport companion app with terminal info, maps, and tips
Planning business travel is no longer a purely manual task. With the right mix of platforms and AI support, you can take back hours of your time, reduce human error, and give your Executive a smooth travel experience. And when the tech is doing the heavy lifting, you’re freed up to focus on what you do best – strategic, proactive support.
Sustainability and Ethical Travel
As more organizations prioritise their Environmental, Social, and Governance (ESG) commitments, we’re seeing a shift in how we approach planning business travel. Sustainability is no longer a ‘nice to have’; it demonstrates thoughtfulness, responsibility, and strategic thinking as Executive Assistants.
And even if your current organization isn’t fully focused on sustainable travel, that doesn’t mean you can’t be. Integrating sustainability into your travel planning shows forward thinking. It also puts you ahead of the curve for when policies change or if you move to a new Executive or organisation that expects it. Being aware of the tools, initiatives, and best practices now means you’re ready to take the lead when the opportunity arises.
Booking with Purpose
Planning business travel with sustainability in mind starts at the booking stage. Even small tweaks in the early stages can have a big impact. As Assistants, we can start to build sustainable practices into our routine planning process, regardless of whether there’s a formal policy in place. We can:
Choose airlines that offer carbon offsetting or have a reputation for sustainable practices
Opt for direct flights where possible to reduce emissions
Select hotels with green certifications or sustainability policies
Prioritise digital boarding passes, tickets, and hotel confirmations to reduce printing
Encourage the wider team to use apps and tools that limit waste and streamline travel
It’s also worth checking if your company has a sustainable travel policy or preferred providers with eco-conscious credentials.
Offsetting Carbon Footprints
Offsetting emissions is another key part of ethical travel planning. Whether or not your organization formally supports offsetting, you can still lead by example. Incorporating this into your planning process shows initiative, care for the planet, and professionalism. It also demonstrates that you’re aware of best practices that your Executive or organisation may adopt in the future. As Assistants, we can:
Use platforms like Atmosfair, Sustainable Travel International, or MyClimate to calculate and offset carbon emissions
Book through travel providers that include offsetting in their pricing or offer easy add-ons
Track and report on emissions for each trip to support your company’s ESG or CSR reporting
Partner with your sustainability or finance team to make sure these figures are visible to the right stakeholders
Even small changes add up over time, especially when your Executive travels regularly.
Planning business travel involves more than bookings and logistics; it also involves supporting your Executive’s time, energy, and goals. It’s about reducing friction so they can perform at their best.
When we approach travel with intention, we:
Anticipate needs and solve problems before they arise
Reduce stress, delays, and wasted time
Protect productivity by giving our Executives space to focus
Support organisational goals around cost, wellbeing, and sustainability
That’s the role of an Executive Assistant planning business travel in 2025. We don’t just plan trips, we make travel work for the business and the people at the centre of it.
And if you’ve made it this far, you’re already doing the work. Let’s keep building systems, sharing best practices, and showing just how impactful great travel planning can be.
If you’re looking to take your skills even further, check out our Assistant Essentials Online Course. It’s designed specifically for Executive Assistants who want to level up their core skills, including travel planning, and become indispensable strategic partners in their organisation.