Travel coordination for tech teams who can't afford downtime

When your CTO is flying to a client site, your sales engineers are hitting three conferences in six weeks, or your distributed team needs to converge for an offsite, the logistics overhead is real and it lands on whoever has the least bandwidth to handle it. Trusty Oak Executive Assistants manage the full travel cycle — from initial booking through day-of changes — so your technical staff stays heads-down on the work that matters. We've logged 67 time entries for travel coordination across our client base, and the pattern is consistent: tech companies delegate this work because the opportunity cost of doing it internally is too high.

Fractional travel coordination support for tech companies

How Trusty Oak handles travel coordination for tech companies

A Trusty Oak EA assigned to your technology company handles travel coordination end-to-end using whatever tools your team already runs — Concur, TripActions, Navan, or direct booking through airline and hotel portals. They start by learning your company's travel policy, preferred vendors, and any traveler preferences (seat class, loyalty programs, TSA PreCheck numbers) so every booking is compliant and personalized from day one. For recurring travel patterns like quarterly board meetings or conference circuits (think AWS re:Invent, Dreamforce, or your own sales kickoffs), they build repeatable workflows that cut booking time significantly on subsequent trips. When itineraries change — and in tech, they always do — your EA monitors flights, handles rebooking proactively, and keeps travelers informed without you having to chase anything. Your role is to flag the trip, approve the itinerary, and show up at the airport.

What your EA takes off your plate

Before your first trip handoff, put your travel policy, preferred airlines, hotel chains, and each frequent traveler's loyalty numbers and TSA PreCheck info in a shared doc — a simple Google Doc or Notion page works fine. The most common mistake is handing over a trip request without that context and then correcting bookings after the fact, which wastes everyone's time. Thirty minutes of setup upfront means your EA can book correctly on the first pass from day one.

1

Conference and Tradeshow Travel Booking

Books flights, hotels within conference room blocks, and ground transport for events like CES, RSA, or AWS re:Invent, coordinating across multiple attendees when needed.

2

Executive and Client Site Visit Coordination

Manages end-to-end itineraries for executive travel to client sites or investor meetings, including calendar alignment, airport transfers, and hotel selection near the destination office.

3

Team Offsite and Company All-Hands Logistics

Coordinates group travel for distributed engineering or sales teams converging for offsites, including block reservations, arrival windows, and transportation from multiple origin cities.

4

Travel Policy Compliance and Expense Prep

Books within your company's travel policy parameters and organizes receipts and itinerary documentation in Concur, Navan, or your expense management system for clean reconciliation.

5

Flight Monitoring and Same-Day Rebooking

Tracks active travel days for delays or cancellations and proactively rebooks or escalates options so travelers aren't stranded or scrambling with airline hold times.

Tools our team works with

We adapt to your existing stack — no forced migrations.

TravelPerk
Expensify
Kayak for Business
TripIt Pro
Google Flights
Concur

...and many more!

Trusted by tech companies

Trusty Oak supports tech companies including Permute AI, Ritual — handling everything from travel coordination to broader operational support.

What travel coordination support costs for tech companies

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.

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Frequently Asked Questions

Yes — this is one of the most common use cases for distributed tech teams. Your EA maintains a traveler profile for each person and can coordinate overlapping trips simultaneously, keeping each traveler's preferences, loyalty accounts, and schedules separate while managing the full picture.
Trusty Oak EAs are tool-agnostic and can work within Navan, Concur, TripActions, or any platform you're already using — they don't require you to change your stack. During onboarding, your Client Success Manager will document the specific tools and access your EA needs to get started.
Your EA monitors active travel days and, depending on the urgency, will proactively identify rebooking options and surface them to the traveler or you before the situation becomes a crisis. For high-stakes trips, you can flag that upfront so your EA knows to stay on alert and act quickly rather than waiting to be contacted.

Stop booking your own travel

Trusty Oak Executive Assistants start at $1,000/month with a one-time $300 onboarding fee that includes a Strategic Delegation Plan tailored to your team's travel patterns. Unused hours roll over — no wasted budget during slow travel months.