Fernanda Pinho addresses the everyday obstacles encountered by Executive Assistants and Personal Assistants in organising business trips. Drawing on extensive experience in arranging everything from last-minute flights to streamlined itineraries for top executives, Fernanda provides practical guidance to enhance the efficiency of corporate travel management for EAs and PAs.
In her second part of our guest expert series, Fernanda shares five crucial questions she always asks before booking any trip and how they can transform reactive bookings into proactive strategy.
“Behind every seamless executive trip is an
assistant who knows the right questions to ask. Exceptional EAs understand that travel planning isn’t just about booking flights and hotels; it’s about protecting time, preserving energy and preventing problems before they happen.”
1. What’s the real purpose of this trip and what does success look like?
Is this a high-stakes negotiation or a low-pressure site visit? Are they pitching to a new investor or attending a networking dinner? The reason for the trip should guide everything else.
· If it’s a pitch, they may need quiet prep time in-flight and a hotel room ready for early check-in.
· If it’s relationship building, a dinner reservation or local gift might make a difference.
· If it’s back-to-back meetings, a car with Wi-Fi and a strong coffee might be mission-critical.
Why it matters: Knowing the ‘why’ behind the trip helps you shape the ‘how’ with precision and care.
2. What are the demands on either side of the trip?
This is where many get caught out. A trip doesn’t start at the airport; it starts with what’s on the calendar beforehand. Before booking, always zoom out:
- Are they coming off a red-eye or from a late-night event?
- Is there a critical board meeting hours after they land?
- Will they need recovery time between cities or go straight into action?
Why it matters: Building in margin isn’t a luxury, it’s clever logistics. Breathing room protects against burnout and disaster.
3. Who else needs to be looped in or informed?
Sometimes it’s not about the traveller, it’s about the ecosystem around them. Do you need to:
- Coordinate with a driver, security or host EA?
- Alert the office they’ll be offline?
- Notify a PA in another time zone to manage handovers?
Why it matters: Great trips rely on efficient coordination. Anticipate who else needs the plan.
4. What details from the last trip should inform this one?
This is where your travel notes and assistant intuition come in. Look at your previous trips and ask:
- Did they complain about that hotel’s Wi-Fi?
- Was that 50-minute connection too stressful?
- Did they appreciate that fast-track security lane you booked?
Why it matters: Your memory (or your AI tool) is your secret weapon. Referencing past preferences shows care and builds long-term trust.
5. What’s my plan B and how quickly can I activate it?
Let’s face it: not if, but when things change, how fast can you recover? Before booking, prep your personal Plan B kit:
- A few alternate flight options saved.
- Hotel contacts on speed dial.
- Your travel management company briefed and ready to help you across the board.
Why it matters: Contingency planning isn’t overthinking; it’s future-proofing. Calm comes from knowing you’re already two steps ahead.
Finally, travel planning is more than an admin task, it’s a form of executive protection. By asking these five questions, exceptional EAs elevate themselves from logistics managers to strategic partners. Rather than just getting people from A to B, they ensure executives arrive on time, prepared, composed and confident. When your principal notices that everything “just worked,” that’s the experience they’ll remember.
Mail hello@reedmackay.com to discuss all of your corporate travel and event management needs.
