Executive assistants have the most challenging role in any organization. Managing multiple schedules across multiple time zones; coordinating last-minute changes and juggling everything that gets thrown on their desk at random; booking corporate and executive air travel like a boss, even though it is for the boss.
So hats off to all you executive assistants out there - you are a rare breed, the unsung heroes making business happen.
One of the most important responsibilities for executive assistants is managing all the logistics related to corporate travel. Here are a number of tips that will make this challenge easier for executive assistants.
1. The Flexibility of Executive Air Travel
Travel plans change at a rate that is often too fast to follow. Research shows that most businesses only book commercial flights one week in advance, which is exactly when airlines increase their prices. Commercial air travel is defined by set schedules. There is flexibility about which flight you book or change to, but that is that. Executive air travel is inherently flexible. You decide exactly where and when you want to fly. And when those parameters change (which they usually do), it’s easy to change the air charter.
2. Use Municipal Airports
Traveling directly via a private air charter can help save hours if not days in travel time, by eliminating the need to rent a car or stay overnight. There are more than 5,000 airports nationwide, typically located in geographical areas that aren’t heavily populated. By using municipal airports your boss will takes off and touch down much closer to where they need to be. And saving your boss time is what booking executive travel is all about.
3. Airport FBOs
If you don’t know about airport FBOs then you can read all about them here. It’s going to be a big help for both you and your boss.
4. Extra Research for International Travel
Arranging international travel comes with its own set of rules. To avoid any travel snafus, first work with the team member who will be making the trip. Ensure that their passport is up to date and store physical copies of their documentation in a secure place back in the office. Also research the visa requirements of their destination, currency exchange rates and the compatibility of their cell phone within their areas of travel.
5. Use the Right Tools.
If you’re like most executive assistants, you likely book commercial flights on a frequent basis. However, when you need to arrange for a private air charter (and are less familiar with that process), it’s important to understand that you do have several different options. If you work with a jet broker, you’re severely limited in terms of being able to manage and adjust the flight details yourself.
Jet brokers cost you more time, yet present you with less flexibility and higher prices. Private Jet cards are restrictive and limit you to certain aircraft and times, as well as costing significantly more for most passengers.
With Airvel you can instantly search for executive jet charters. With just two clicks you can compare airplanes and prices online. You can store flight searches and provide options to your boss, without having to go back and forth with a jet broker.
6. Adding All the Details
Many executive assistants tell us that the time consuming part isn’t always finding a flight, it’s all the paperwork and details that goes along with it. Adjusting the passenger can be tiresome. Requesting aircraft amenities or extras requires multiple phone calls. With Airvel you can make and request everything you need through the online trip management portal. It barely takes a moment and there is no paper trail to worry about - it's all there in one place.
For customers, Airvel brings the flexibility and convenience of booking travel online to private aviation. And, if you need to book multiple flights, Airvel makes that easy too. You can view all of the details related to past and upcoming trips by logging into your Airvel account. With our comprehensive trip management page, you can easily create and adjust the passenger list, share the itinerary with other team members and access driving instructions to the private terminal.
7. Making Changes and Concierge Support
Because of course you will have to make changes. That’s part of your job spec. Airvel realizes the flexibility of executive air travel, allowing you to make alterations at any stage before the flight. If your boss is late then the aircraft will wait. If you need to add or remove destinations then the itinerary can be changed with a few clicks.
As an Airvel customer you will have a named concierge who provides 24-7-365 support. So whenever or whatever you need to change it’s done quickly and efficiently. This concierge support comes as standard. You don’t need a membership or a jet card, you just book flights as and when you need them. And not only do you save yourself and your boss time, you also help to save your organization money.