Executive Support
Travel & Event Coordination
The client was speaking at five conferences in eight weeks across three continents. I handled flights, hotels, ground transport, expense reconciliation, and the contingency planning that turns "stuck at JFK in a storm" into "no problem, the backup's already booked."
Itinerary system · flights, hotels, ground transport, expenses
The work
- Itinerary master documentOne Notion page per trip with flights, hotels, ground transport, contacts, and prep notes — accessible offline.
- Layered confirmationsEvery booking confirmed in writing, then re-confirmed 48 hours out. Hotels phoned for late check-in arrangements.
- Ground transport pre-bookedAirport pickups arranged with named drivers, not "we'll find a taxi" — across every leg.
- Contingency planningFor each major leg, a documented backup: alternative flights, secondary hotel options, the local fixer's phone number.
- Live expense captureReceipts photographed and tagged in real time. Expense report ready within 48 hours of the trip ending.
The toolchain
Google WorkspaceTripItNotionExpensify
Outcome
5/5
Conferences delivered
On time, prepped, and rested.
48 hrs
Expenses reconciled
From last trip leg to filed report.
0
Surprise costs
Every line item budgeted in advance.