Part of any administrative professionals job is to handle travel arrangements for their executive. For someone who is new to this, it can be extremely overwhelming, especially when you have to do International travel.
Here are a few tips that can help make the process a little less overwhelming:
Make sure that you have a copy of their Passport or Passports, if they have more than one. This makes filling out any visa documents much easier as you already have a copy and don't have to take their physical passport yet.
Make sure you have a copy of their driver’s license. This helps so you know exactly how their name appears on their photo ID that they may use at the airport.
Make sure to have copies of all their frequent flyer numbers and programs they participate in as well as their login ID's for the airline websites.
Make sure to have copies of the preferred credit card they would like to use when making reservations.
Make sure you know how they like to travel such as aisle or window, the airline of choice, car rental company of choice, a hotel of choice. When you have all these details, it is much easier to make the trip much smoother.
If you need to give options for flights don't give 10 or 20 options narrow, it down to around 2-3 that would best fit their schedule and what they are trying to accomplish. If you give them that many and they have to go through all of them at that point, they could have booked themselves. You want to make it as easy as possible and with little effort on their part.
Once you have everything booked then add the details to their calendar, this way they have the confirmation numbers, flight details, etc.
Some executives like to have things typed out, so make a word document with all the details for them even though it is on their calendar.
Ultimately, you have to come up with your own system, but these are pieces that everyone needs to book any reservation.
When you have everything on hand it makes things much easier for you as well as your executive when booking any trip.
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