Ask any experienced Executive Assistant what part of their job eats the most time, and you’ll probably hear the same answer – travel planning. There are flight options to compare, time zones to calculate, meetings to align, and constant last-minute changes to juggle.
Now, imagine cutting that time in half – without cutting corners. That’s what happens when you bring AI into the mix.
How AI Becomes Your Travel Planning Assistant
AI doesn’t replace your judgment or intuition – it simply handles the repetitive stuff you shouldn’t have to do manually anymore. Think of it as the junior assistant you’ve always wished for: fast, precise, and available 24/7.
Let’s take a simple example. You’ve been asked to plan a five-day business trip to Singapore for your executive. You could spend hours cross-referencing flight times, hotel distances, and dinner options… or you could open ChatGPT and feed it a prompt like this:
“You are an Executive Assistant planning a 5-day business trip for a senior executive from Sydney to Singapore. Create a full travel itinerary that includes flight options, recommended hotels within 10 minutes of Marina Bay Financial Centre, and restaurant suggestions for client meetings. Format the output as a professional travel schedule that can be shared immediately.”
In seconds, AI will generate a full draft itinerary – complete with structure, recommendations, and timing. It’s like getting the bones of your work already built, so all you need to do is refine it.
Adding the Personal Touch Only Executive Assistants Can Provide
Once the base itinerary is ready, AI can help polish it to fit your executive’s unique preferences – their favourite airlines, gym routines, or even preferred breakfast times.
You can say something like:
“Revise this itinerary to include a daily 30-minute gym session before breakfast, ensure all restaurants offer vegetarian options, and adjust meetings so none start before 9 a.m. Include realistic buffer times between activities.”
AI instantly updates everything, saving you hours of tweaking. But the human touch still matters – reviewing details, adding personal notes, and making sure every part feels seamless.
That’s where you shine. AI sets the stage; you make it exceptional.
The Real Power Shift for Executive Assistants
The time savings are impressive, but the real magic is what it does for your role. You stop being reactive – scrambling to coordinate logistics – and start being proactive, thinking strategically about the trip’s purpose and outcomes.
When AI manages the groundwork, you can focus on higher-value questions like:
- What key goals should my executive accomplish on this trip?
- Who should they meet while they’re there?
- How can we ensure they return rested, not burnt out?
Those are the insights that turn an assistant into a true partner.
Why AI Upskilling Matters Now for Executive Assistants
If you’re thinking, “I’d love to use AI like that, but I wouldn’t know where to start,” you’re exactly who the AI for Executive Assistants course at Workplace AI Institute was built for.
It’s designed for real-world work – showing you, step-by-step, how to use AI to manage inboxes, schedules, reports, and yes, travel plans – even if you’ve never touched an AI tool before.
Because here’s the truth: the Executive Assistants who learn to work with AI now won’t just be keeping up – they’ll be leading the way.
