Fernanda Pinho, our first guest expert in a new series, tackles the daily challenges faced by EAs and PAs when managing business travel. With long-standing expertise in co-ordinating everything from last-minute flights to seamless itineraries for high-level executives, Fernanda offers practical advice to make corporate travel management more efficient and less stressful.
“Whether you’re an EA, PA, Office Manager or team booker, travel planning at executive level demands precision and foresight. Smooth trips reflect well on everyone involved, while disruptions, delays or missed details can cause a ripple effect of stress. So how do top-tier assistants stay ahead of the curve?
“After booking hundreds of trips over the past 16 years, I’ve learned a thing or two about what makes travel run smoothly. The strategies I’m sharing here are tried and tested small actions that have helped me get it right (almost) every time.
“It’s part instinct, part preparation and part knowing which tools and habits to rely on.
“Here’s a practical checklist that will help you streamline the entire travel process from planning to touchdown.”
Before booking: Lay the groundwork
- Know your traveller’s profile inside out
Maintain a master document with all key travel details. Update this regularly and always check expiry dates of:
Passport & visa info
Airline and seat preferences
Dietary requirements
Loyalty programmes
Lounge access
Hotel memberships
- Understand the ‘why’ behind the trip
Is it back-to-back meetings or one important business pitch? Leisure tacked onto business? This helps you decide if they need early check-in, dinner reservations, a car with Wi-Fi or just space to decompress. - Always check the calendar in context
Is the flight landing just hours before a key event? Is there a late return before an early board meeting? Build in breathing space and recovery time. That’s one of the most under-appreciated travel strategies.
While booking: build smart itineraries
- Avoid tight connections and unpredictable routes
Even if a 45-minute transfer looks good on paper, real life says otherwise. Buffer time = peace of mind. - Factor in ground time
How far is the airport from the hotel? What’s traffic like in that city at 8am? Google Maps and local apps like Citymapper can help build realistic timelines. - Use one itinerary for everything
Flights, cars, hotels, meetings; consolidate them into a single digital itinerary. This saves time, confusion and stress. Better yet, use platforms that allow real time updates if plans change. - Book with flexibility in mind
Even if things are confirmed, I’d recommend choosing refundable or changeable fares when possible. Flexibility protects you when the inevitable curveball comes your way.
After booking: communicate and confirm
- Share itineraries in a format they’ll actually use
Some execs love a PDF. Others live by their calendar. Choose their preferred format and include key numbers (hotel, driver, emergency contacts) at the top. - Reconfirm the non-negotiables
Always reconfirm ground transport, restaurant bookings and any high-priority meetings 24–48 hours before. It’s often these smaller details that make or break a trip.
10. Prep for plan B (and C)
Create a simple “in case of…” note in your draft email or itinerary with alternate flight numbers, back-up hotel options or your out-of-hours contact. If something goes wrong, they’ll know you’ve got it covered.
11. Monitor flights in real time
Use flight-tracking apps to catch delays before they become problems. If there’s a cancellation, you’ll be first to rebook before everyone else is in line.
12. Check in with them without overdoing it
A quick “let me know when you land” or a scheduled message during a layover shows support without hovering. Use messaging tools they’re comfortable with (WhatsApp, Slack, iMessage, etc).
And finally… choose tools that work for you.
Seamless travel starts with systems that are centralised, easy to update and designed with bookers in mind. Whether you rely on tech platforms or trusted partners, the real secret is having support you can count on, especially when the unexpected happens. When your tools and relationships are solid, the rest is just execution.
Mail hello@reedmackay.com to discuss all of your corporate travel and event management needs.
