Travel coordination for research & policy professionals who can't afford logistics gaps

When you're presenting findings at a congressional briefing, attending a multi-day policy summit, or coordinating travel for a research team heading into the field, the logistics have to be airtight. A missed connection or a hotel booking error doesn't just cost money — it costs credibility. Trusty Oak Executive Assistants handle the full travel coordination workflow so you stay focused on the work that actually requires your expertise.

Fractional travel coordination support for research and policy organizations

How Trusty Oak handles travel coordination for research and policy organizations

A Trusty Oak EA handles your travel coordination end-to-end, starting with understanding the constraints that matter in research and policy contexts — per diem limits, grant-compliant expense categories, institutional travel policies, and the scheduling realities of conference-heavy calendars. They book flights, hotels, and ground transportation using platforms like Concur, TripIt Pro, or your organization's preferred booking tool, and they build detailed itineraries that include venue addresses, session times, contact numbers, and backup options. If you're coordinating travel for a team attending something like APPAM, ASA, or a Hill briefing series, your EA manages individual itineraries, tracks confirmations, and flags conflicts across the group. Your role is to approve the final itinerary and communicate any hard constraints upfront — the EA handles everything in between.

What your EA takes off your plate

Before handing off your first trip, document your standing preferences in writing — preferred airlines, seat preferences, hotel chains, any institutional booking requirements, and whether you're working within a grant budget with specific allowable costs. The most common mistake is assuming your EA can infer institutional constraints that aren't written down anywhere; what seems obvious to you after years at your organization is genuinely invisible to someone new.

1

Conference and Summit Travel Booking

Researches and books flights, hotels, and ground transport for policy conferences and academic convenings, cross-referencing room blocks, early-bird rates, and proximity to the venue.

2

Grant-Compliant Expense Tracking

Organizes travel receipts and categorizes expenses according to grant guidelines or institutional per diem policies, preparing documentation ready for submission to your grants administrator.

3

Multi-Traveler Itinerary Coordination

Manages individual travel logistics for research teams or delegations attending the same event, consolidating confirmations and distributing personalized itineraries to each traveler.

4

Field Research Logistics Planning

Coordinates travel to research sites or stakeholder interviews, including local transportation, lodging near field locations, and scheduling buffers for data collection sessions.

5

Travel Disruption Management

Monitors itineraries for delays or cancellations and proactively rebooking or escalating issues, particularly critical when travel is tied to a speaking slot or a time-sensitive policy meeting.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Concur
TravelPerk
Expensify
TripIt Pro
Google Flights
Kayak for Business

...and many more!

Trusted by research and policy organizations

Trusty Oak supports research and policy organizations including Clayton Christensen Institute — handling everything from travel coordination to broader operational support.

What travel coordination support costs for research and policy organizations

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
~$35/hour
25 hours $875
Specialists
~$50/hour
5 hours $250
Fractional Executives
~$95/hour
0 hours $0
Your monthly budget
$1,125

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently Asked Questions

Yes — your EA will work within whatever constraints you document upfront, including per diem caps, preferred vendor lists, and grant-specific allowable expense categories. The more clearly you can share your institution's travel policy at the start, the more accurately your EA can book and track accordingly.
Trusty Oak EAs regularly coordinate multi-traveler logistics and can manage a recurring conference calendar once they understand your team's preferences and your organization's booking process. With rollover hours, you can bank capacity during slower months and draw on it during heavy conference seasons.
Your EA monitors active itineraries and can handle rebooking, cancellations, and refund requests as changes come up. You'd notify your EA of the change and they handle the logistics from there, including any airline or hotel change fees that need to be documented for expense purposes.

Let's build your travel coordination setup

Your onboarding includes a Strategic Delegation Plan — your Client Success Manager will map out exactly how to hand off travel logistics based on your organization's specific workflow and policies. Start with a $1,000/month budget and a one-time $300 onboarding fee.