From booking multiple itineraries on varied time zones to finding good airfares on a tight travel budget, the complex travel duties of an administrative assistant can seem never ending at times. Also consider that each traveler may have specialized trip needs which multiplies the complexity. For example, a healthcare provider attending a medical conference has reporting requirements to consider while an account executive may have multiple meetings in a single trip. Managing distinctly different travel needs that can change makes multitasking feel like an understatement. Yet administrative assistants aren’t the only ones that make executive travel arrangements. There are other types of roles that support business trips as well.

Need more clarity on the different types of roles that manage travel? Take a closer look at our list of job descriptions that involve managing and supporting travel for employees in the company. Some descriptions strike a common chord in terms of job responsibilities and may help answer questions about the duties and expectations within each role.

Who does what? Let’s find out

Administrative assistant: Support would best describe this type of role. Administrative assistants help draft documents for presentations. They answer phones, do administrative tasks and use admin software to organize and schedule appointments. Making travel and meeting arrangements is part of their role. Strong organiziational skills is a requirement.

Administrative specialist: According to Glassdoor, communication and organizational skills are key for this role. They make sure day-to-day business operations are running smoothly. Organizing events, creating reports and memos are sometimes required. In some companies, administrative specialists act as personal assistants to senior leaders within the company.

Executive assistants: Administrative assistance is part of the role of an executive assistant. They organize meetings, place catering orders, and arrange travel when needed. Although executive assistants are often required to do more than provide administrative suport. At times, they communicate with fellow employees on behalf of executives and act without guidance, knowing how and when to take the initiative. Some may have previous experience working as a personal assistant.

Office managers: This type of role can vary according to the size of the company. An office manager does everything from setting up administrative systems to developing office budgets and ordering office supplies. Many play a key role booking and arranging business trips and processing travel expense reports. Leadership, organizational and financial management skills are some of the common traits of office managers.

Office administrator: Similar to an office manager, an office administrator helps day-to-day business operations run smoothy. Arranging travel for executives and co-workers, bookkeeping and payroll processing are – in some companies – part of their role. They may also be involved in planning and organizing meetings, and developing meeting agendas as needed. In some cases, an office administrator helps asses the resources needed for change management.

Part-time and full-time administrative support: These types of roles are dependent on the need of the company. In some cases, administrative support is the category name for anyone from a receptionist to an administrative assistant to an office manager or executive assistant. In other cases, administrative support involves managing office and record-keeping systems and procedures, as well as coordinating meetings and events.

Personal assistant: Just as the name implies, a personal assistant typically supports a person rather than a team of employees. Scheduling meetings, making travel arrangements, coordinating events, answering emails, drafting letters, the tasks vary based on the needs of the person they support. But most of the time, personal assistants have stong interpersonal and organizational skills.

Travel administrative assistant: All aspects of travel arrangements are handled by a travel administrative assistant. They handle everything from reservations to itineraries to visa and passports and expense reports. Some might accompany travelers with special needs. Because they’re expected to support all types of travelers, they understand all types of business travel processes and requirements.

Travel assistant: The roles and responsibilities of a travel assistant are nearly identical to those of a travel administrative assistant. A travel assistant helps clients with bookings and itineraries, yet also do more than travel planning. They provide on-trip support, like being a travel companion to a traveler with distinct needs and handling all the day-to-day activities involved with a business trip.

Virtual assistants: As the work-from-anywhere mindset continues, virtual assistants have become more common. They’re usually self-employed and have experience working as an adminstrative assistant or office manager. Making travel arrangements, handling email accounts and phone calls are some of the everyday tasks they do. Some virtual assistants help with writing, design and other types of marketing.

Good-bye multitasking. Hello efficiency.

As you can see from all those job descriptions, administrative assistants and many others have a lot more on their plate than just making travel arrangements. Their responsibilites touch on everything from writing companywide communications to developing office budgets and creating meeting agendas. Most of us juggle priorities and multitask from time to time, answering emails while attending a meeting. But are we really being efficient by doing so? There’s a smarter way to manage business travel so employees can deliver on expectations without getting bogged down by time-sapping travel procedures.

Consider that about 20,000 corporate global customers worked with us in 2023 to better manage all the intracies of managing business trips, based on our own reporting. Everyone from administrative assistants who support travel functions to travel managers who oversee the company’s travel program, benefit from our travel and expense sofware and services. That may be because our solutions deliver the widest choice of trip options and cater to the needs of your business.

Learn how our solutions can help

Amex GBT Neo1 (Neo1)

If you work in a small to medium-sized business and you need a better grasp of employee spend, including travel spend, Neo1™ is the solution for you. It’s a compete spend management solution that lets you do everything from book trips to manage employee expenses to purchase office supplies and IT equipment – all in one place. Neo1 has a range of strong capabilities, yet its range of users is equally impressive, meaning anyone from an administrative assistant to an office manager can save time and be more productive with Neo1.

Amex GBT Egencia (Egencia)

Simple is just one of the reasons why executive assistants love our Egencia™ solution. When it comes to booking a trip, the most relevant options are delivered at the top of search results, making the planning process faster and more personal. And since all booking data is centralzed, there’s no need to go to multiple systems to track travel details. Reports on travel savings and trends can be downloaded with the touch of button.

Amex GBT Select (Select)

Flexibility is a central part of Select.™ The solution easily integrates with travel technology you already have and lets you fill in gaps with software and service that work best for you. Automatic rate assurance technology saves time hunting down cheaper rates on bookings and proactive service helps rebook an alternate flight during flight disruptions. From travelers to virtual assistants to travel managers, various types of employees benefit from Select as their solution.

Amex GBT Neo (Neo)

Managing a broad range of travel itinaries on a global scale is easier when you have Neo.™ This unified travel and expense platform can be customized to your service, geographic and organizational needs. With the ability to book, pay, and claim expenses all in one place, Neo is a win for all types of users whether they support travel for others or oversee an entire global program.

Amex GBT Ovation (Ovation)

A highly personalized experience is what you can expect from Ovation.™ Those who support executive travel like an administrative assistant can count on one-to-one service from a travel consultant trained in the executives’ corporate travel needs. Upgrades and amenities are taken care of by the consultants and bookings can be managed through the GOvation mobile app. So everyone from a personal assistant to an executive assistant has less to do and gains more efficiencies.

Be prepared when urgency strikes

Business travel certainly has its share of urgency. But having software and service that’s built around your business means you can pivot quickly to offset the stress. Instead of executive assistants and administrative assistants getting caught up in last-minute meeting changes or a hurricane threat near the CEO’s hotel, they’ll get 24/7 service to accommodate changing travel itineraries. And they’ll have a risk management system to see if travelers are impacted by weather extremes. Urgent situations are when the value of a managed travel partner really shines through. But why wait for the unexpected to happen? Stay prepared and contact us today to see which of our solutions is the best fit for you and your teams.