Executive Assistant
Travel Management
This portfolio showcases the end-to-end planning and coordination of a three-day executive business trip for Ms. Deborah Williams, CEO of GivTech, from Nashville (BNA) to Denver (DEN).
The goal was to deliver a seamless, well-organized, and comfortable travel experience aligned with her demanding schedule. All arrangements—including flights, hotel accommodations, ground transportation, business meetings, and dining reservations—were strategically selected to meet both her professional and personal needs, with supporting screenshots provided as documentation.
Ms. Williams’s flight was booked via Google Flights for February 2–4, 2026, selecting a nonstop United Airlines economy flight. Passenger details were reviewed, confirmed, and documented prior to payment.
I secured a luxury business hotel in Denver through Booking.com. After filtering for 5-star properties with breakfast included, I selected Hampton Inn & Suites. The booking details were carefully completed and documented with a screenshot before confirmation.
I coordinated round-trip ground transportation via Uber, arranging transfers from Denver International Airport to Hampton Inn & Suites upon arrival on February 2 and back to the airport on February 4 for departure. All booking details were reviewed and documented with a screenshot prior to confirmation.
I organized Ms. Williams’s executive meetings using Google Calendar, carefully scheduling a Client Presentation with Tech Fusion Corp., a Business Lunch with Tech Fusion’s CEO, and a Strategic Planning meeting, ensuring her day was structured for maximum productivity and seamless transitions between appointments.
For dining, I reserved Panzano for dinner using OpenTable, ensuring the booking was confirmed. Screenshots were captured prior to final confirmation for documentation.
I consolidated all flight, hotel, transportation, and meeting information into a comprehensive itinerary using Canva and Google Docs. The final document was designed in a clean, professional layout and exported as a PDF to provide a clear, easily accessible reference for Ms. Williams’s trip.
Through this travel management project, I effectively demonstrated expertise in executive scheduling, travel coordination, and meticulous attention to detail. By leveraging tools such as Google Flights, Booking.com, Uber, Google Calendar, and OpenTable, I ensured that every aspect of Ms. Williams’s trip was thoughtfully organized and executed with precision.
This itinerary reflects my ability to manage a high-profile executive’s travel from start to finish, delivering seamless, professional, and highly efficient arrangements that prioritize both convenience and productivity.
Calendar Management
I manage my client’s weekly schedule using Google Calendar, with a focus on organization, efficiency, and clarity. While I primarily use Google Calendar, I remain open to exploring other tools as needed to optimize scheduling.
For each week, I create a dedicated calendar exclusively for my client, ensuring their appointments are clearly separated from my own. I add all key events, including meetings and consultations, with accurate dates, times, and relevant details.
To keep the week on track, I set up reminders so my client receives an email 15 minutes before each event and a notification 5 minutes prior. I also apply color-coding to different event types—for instance, meetings in blue and planning sessions in yellow—making the schedule visually clear and easy to navigate.
This system ensures my client’s weekly schedule remains structured, organized, and productive, enabling them to focus on priorities while minimizing the risk of missed appointments.
Email Management
To simulate real-world inbox management, I created sample emails using my own account. I organized the inbox with labels such as Urgent, To Reply, To Read, Social Media Notifications, Receipts/Invoices, and Newsletter, with the three most critical labels color-coded for quick reference.
I also used Starred and Important emails to mark high-priority messages. This helps identify what needs immediate attention, ensuring efficiency and preventing anything important from being missed.
For a client, a well-organized inbox reduces clutter, streamlines communication, and ensures that key emails are handled promptly. Labels, color-coding, and priority markers form a system that supports productivity and reliability which is why it is important.
I also practiced drafting professional email responses to messages that require a formal tone or originate from team members. Each draft focused on clarity, courtesy, and actionable guidance.
I drafted example summary emails to update clients on inbox activity. These emails highlighted the volume of emails handled, identified urgent messages, and indicated which items required the client’s input. Each summary was structured to be clear, concise, and actionable, ensuring the client stays informed and can prioritize their attention efficiently.
I focused on organizing the inbox, using labels, color-coding, priority markers, drafting professional responses, and preparing summary emails to ensure that all communications were clear, organized, and easy to navigate. These steps were important because effective email management allows executives and clients to quickly identify high-priority messages, stay informed, and make timely decisions. By maintaining a structured inbox and providing concise summaries, I helped create a system that supports productivity, efficiency, and confidence in daily operations.