Executive Assistant Travel Coordination Guide

Executive assistants coordinate more than a collection time. They manage changing diaries, passenger preferences, confidential itineraries and several destinations while keeping one accurate version of the travel plan.

Executive Assistant Chauffeur Travel Checklist

Create a Traveller Profile

Record the executive’s preferred vehicle, regular collection points, passenger contact, luggage requirements and any mobility or access information needed for the journey.

Send the Full Itinerary

Include every hotel, office, restaurant, airport and event address, together with the required arrival time and the name of the passenger using each movement.

Separate Fixed and Flexible Times

Mark flights, meetings and reservations that cannot move. Identify optional stops separately so changes can be managed without disrupting critical appointments.

Nominate One Approval Contact

One authorised PA or travel coordinator should approve additions, waiting time and same-day itinerary changes. This prevents conflicting instructions.

Confirm Airport and FBO Details

Provide the flight number, terminal or FBO, passenger mobile number, luggage and meeting preference for every aviation movement.

Match the Vehicle to the Schedule

Choose a luxury saloon for individual executive travel or a V-Class for colleagues, visiting teams and additional luggage. Confirm the passenger and baggage count before travel.

Complete the Final Travel Check

Before the service, confirm the current itinerary, vehicle and chauffeur details, lead contact and any venue access instructions. For service options and quotations, use the main Corporate Chauffeur page.