How Virtual Assistants Can Help with Travel Management

by | October 3, 2023 | 4:01 am
Virtual Assistants with Travel Management

Business travel planning can often be time-consuming for business owners and managers. It includes research into the availability of transportation, appropriate hotels, and of course, whether business meetings can easily be held. Strong coordination lies at the heart of business travel planning and is something a virtual assistant would handle efficiently.

A report by Deloitte mentions how supplier contracts were frozen for two years or longer during the COVID-19 pandemic and began to be renegotiated in 2022. As buyers return to the negotiating table with lower expected trip volume, some report that some suppliers are pushing for higher rates. Hospitality providers are reportedly taking a stronger approach than airlines, and European suppliers are pushing harder than American ones.

Given the many different aspects of corporate travel, including traveling, lodging, and boarding effectively across continents, a virtual assistant (VA) can provide valuable assistance with the process of managing and planning business travel by streamlining many elements of this process.

Outsourced Virtual Assistants

Travel Planning and Research: The VA can research different travel options, including flights, trains, or car rentals and compare prices, times, and convenience fees to find the best option for the individual’s needs. Once the optimal choice is identified, the VA can proceed with making the reservations.

Booking and Reservation Management: Accommodation Reservations: The VA can research and book accommodations according to the traveler’s preferences, such as hotel ratings, proximity to meeting locations, amenities, etc.

Meeting and Event Planning: The VA can help schedule and organize meetings and events during the trip. This includes reserving meeting spaces, arranging for necessary equipment, organizing catering, etc.

Itinerary Organization: The VA can create a comprehensive itinerary, including travel times, meeting schedules, and leisure time to ensure the traveler has a clear picture of their schedule and commitments. The VA can also make changes and updates as needed.

A skilled VA can also coordinate itineraries for multiple groups of people with different schedules, including taking care of detailed logistics:

Travel Alerts: The VA can monitor travel advisories or alerts, updates on flight delays or cancellations, and weather conditions to keep the traveler informed of any potential issues.

Expense Tracking: The VA can help manage travel expenses, keep track of receipts, submit expense reports, etc.

Transportation at Destination: The VA can arrange for local transportation, such as taxis, rental cars, or car services at the destination.

Visa and Travel Document Management: The VA can also help ensure that all necessary visas, passports, and other travel documents are in order and up to date.

Why Outsource? Benefits of Outsourced Virtual Assistant Partnership

An outsourced partnership can prove to be immensely helpful in multiple ways. Leveraging virtual assistants’ expertise in travel planning can help your business save time, reduce stress, and ensure the overall travel journey is problem-free.

Cost-Effective Outsourced VA is usually paid per project or on an hourly basis, which eliminates the need for benefits, taxes, and other expenses associated with full-time employees. Also, you only pay for the services you utilize.
24/7 Availability Depending on where they’re based, outsourced VAs can help outside of normal business hours or cover different time zones. This flexibility can be highly advantageous for businesses with global operations or those that need after-hours support.
Access to Diverse Skills When you outsource, you can tap into a global talent pool with diverse skills and expertise, which may not be readily available in your local area. This allows you to hire VAs with specific skills tailored to your project’s unique needs.
Reduced Overhead Costs With an outsourced VA, there’s no need for additional office space or equipment, which means lower overhead costs.
Flexibility Outsourced VAs can be hired on a flexible basis, whether that’s for a one-off project, a few hours a week, or full-time support. This scalability allows you to adjust your support level based on changing business demands.
Business Continuity During events like natural disasters or public health crises that disrupt regular business operations, having an outsourced VA who works remotely ensures business continuity.
Increased Productivity By delegating routine tasks to an outsourced VA, in-house team members can focus more on strategic, revenue-generating tasks and thereby increase overall productivity.

Virtual assistant streamlines travel management for the business by taking on the work involved in research, organizing itineraries, and managing expenses. This allows both individuals and small business owners to focus on their work while benefiting from an efficient travel experience.

Next Steps

  • Learn how a professionally managed virtual assistant can help contribute to your business’s profitability.
  • Email us at or call us at 781.503.9000 today.
  • Follow our blog for industry trends and the latest updates.
  • Engage with us on LinkedIn and Twitter.