Image of smiling business person on the phone
Could a virtual assistant make you this happy?

Booking travel can be such a hassle.

Researching, booking, dealing with travel agents…

It takes up too much valuable time!

Especially when you have a business to run.

If only there was someone that could do all the work for you…

...well, luckily for you - there is!

Virtual travel assistants!

A virtual travel assistant can be a huge help when it comes to organising travel.

Believe me - I know.

You see I was in your position once.

An unexpected business trip to Miami for a conference left me desperately searching for a way to get travel booked ASAP.

I knew there was no way I could take time out of my busy schedule to plan travel.

So you know what I did?

For only $8.15 an hour I hired the perfect VA for me - Alex!

Best decision ever!

Not only did they save me around a whole week of precious working time, they organised every single thing for me.

Leaving me to enjoy my stress-free vacation knowing I hadn’t wasted any time planning it.

Sound like something you want?

Of course it does!

That’s why I’m here to tell you everything you need to know about virtual travel assistants so you can get started on the hiring process right away!

Chapter 1

What Is a Virtual Travel Assistant?
Image of an assistant looking at a computer screen
Is this your new virtual travel assistant?

You may be wondering -

What even is a virtual travel assistant?

A virtual travel assistant is a like a personal assistant with a focus on travel.

They’re there to help you with all your travel needs - from booking flights to planning excursions.

Virtual travel assistants are becoming more and more popular with busy professionals and travelling business owners all over the world.

And no wonder - they are such time savers!

I noticed the benefits immediately when I hired my virtual travel assistant.

My inbox is always full - I have so many clients to keep up with.

When I had a business trip to New York to plan, I knew there was no way I could waste time planning.

That’s why my virtual travel assistant was fantastic!

All the hours I would have usually spent on sorting out my vacation - arranging transfers, booking restaurants, finding a good place to stay - were suddenly free.

Meaning I had time to focus on all the tasks I needed to complete.

And I could rest assured that I would leave the planning in capable hands - VAs would do a much better and more thorough job than I would!

What’s not to love?!

Joanna Grimbley-Smith Author

Joanna Grimbley-Smith
Virtual Assistant Expert

Did You Know?

Virtual travel assistants can do more than just book your flights.

VAs can help young female business owners like you build itineraries, find discounts and even manage your inbox while you’re away.

Chapter 2

What Tasks Can a Virtual Travel Assistant Complete?
Image of person looking at planner/task list
What's on their to-do list?

If it’s travel related, they can do it!

There are so many ways a virtual travel assistant can help you.

To name just a few:

>

Research!

Booking accommodation!

Arranging board options!

Itinerary Planning!

Scheduling excursions!

Booking flights!

Airport transfers!

Managing travel expenses!

Luggage and check in!

All this and more!

Amazing, right?

Sorting out all the details of a trip can be such a headache.

There are so many things to think about - visas, currencies, boarding times, transfers...

Wouldn’t it be nice to not have to worry about any of that?

That’s why virtual travel assistants are perfect.

You simply show up where you are told to, and the whole trip unfolds before you.

So whether you are travelling for a business conference or a long overdue family vacation, hiring a virtual travel assistant can make all the difference.

Chapter 3

The Benefits of a Virtual Travel Assistant
Business person smiling or giving thumbs-up
Ready to hear the benefits?

I could write a 10,000 word essay on this topic alone.

There are seriously that many benefits.

But to give you a taste, here are some of the top benefits of virtual travel assistants...

1. Saving Time

Obviously one of the best benefits of virtual travel assistants is that they save you so much time!

Planning travel is such a time-consuming activity.

It’s super annoying.

My head almost explodes every time I have to look at flight times - why are they so confusing!?

That’s why hiring a virtual travel assistant is so amazing.

They do all the work for you!

Meaning you don’t have to waste any time that could be spent on much more important tasks.

While Alex (my VA, remember) was busy planning my trip to NYC for me, I was busy finalising the content marketing proposal I had to present at my meeting when I got there.

(It went really well, thanks for asking!)

See, a virtual travel assistant means you can turn up to the airport stress-free.

All you need to do is enjoy your trip!

2. Hassle-free

Travel comes with all sorts of hassle.

Checking in, booking transfers, finding things to do…

It can sometimes take all the fun out of a trip.

But with a virtual travel assistant you don’t have to worry about any of that!

Virtual travel assistants are highly experienced professionals.

This means that you are pretty much guaranteed smooth sailing on a trip planned by your VA.

Just think: travelling completely stress-free…

Now that’s the dream!

3. Increased Productivity

When you hire a virtual travel assistant you will no longer need to take time out of your busy schedule to plan your trips.

Hello improved productivity levels.

Maybe you have a big international conference to attend.

Why waste time on making travel arrangements?

You could be using those hours to work on that killer presentation.

4. Constant Help

Your VA’s work doesn’t stop when you’re abroad, either.

Your virtual travel assistant is on hand to deal with any problems or requests you might have when you are on your trip.

Making last minute restaurant reservations?

Flight cancelled, or issue with the transfer?

Want to extend your stay? Maybe take another person along with you?

They can do all that and more.

When I was on a business trip in Paris and needed to travel to Lyon for an unexpected meeting, my virtual travel assistant was a lifesaver!

He was able to arrange travel and accommodation in no time at all.

I honestly don’t have a clue what I would have done without him!

They even managed my inbox and business phone for me whilst I was away.

Life. Changer.

Joanna Grimbley-Smith Author

Joanna Grimbley-Smith
Virtual Assistant Expert

Did You Know?

We know that as a young female entrepreneur your time is too precious to spend hours sorting out travel.

A virtual travel assistant can take all the travel planning off your hands so you can focus on the important things.

Chapter 4

Questions to Ask Yourself
Business executive thinking
It's time to have a ponder...

Before you start looking into the hiring process, it’s important to ask yourself a few things…

1. What Is My Budget?

Ah, money...

That’s always the question on everyone’s mind.

But for a good reason!

It’s super important to have an understanding of how much money you want (and are able) to spend on your virtual travel assistant.

VAs can vary greatly in price depending on experience and how many different tasks they will complete for you.

Having a budget in mind will make your life a lot easier in the long run!

Your budget could be $15 per hour or $350 per month - it’s all up to you.

2. How Long Will I Need My Virtual Travel Assistant For?

Maybe you have a big trip you need to plan and will only need a virtual travel assistant for this one occasion?

Or maybe you travel often for work or fun (lucky you!) and want a VA on a more long-term basis to help?

Whatever your needs are, it’s really important for you to think about how long you will need your virtual travel assistant for.

This means you and your virtual travel assistant can get started right away, without any confusion.

Which is exactly what you want, right!?

3. Do I Want a General or Specialised VA?

Some VAs are solely virtual travel assistants - and maybe that’s exactly what you want.

But most virtual assistants are general administrative assistants that offer travel assistant services.

And they are hugely helpful - trust me.

I found that outsourcing my administrative work to a virtual assistant saved me over each year.

Incredible, right?

I was so thrilled, and now I can’t imagine not having my VA!

But specialised virtual travel assistants have their benefits too.

They’re likely to have more travel related experience, and so may be knowledgeable when it comes to choosing hotels or where the best restaurants are.

Look at whether a general virtual assistant or a specialised virtual travel assistant would suit you best.

3. What Tasks Do I Need My Virtual Travel Assistant to Complete?

I always recommend making a list (I love lists!) of all the travel planning tasks that you would need your virtual travel assistant to complete.

Only a rough one though, as sometimes the issue is rather that you don’t quite know where to start.

That’s not a problem either.

I asked for my VA to compile a list of what travel options were available - and it was exhaustive.

From booking theatre tickets and car rental (great for personal trips), to booking formal lunch reservations/hotel suites and catering to clients dietary needs (perfect for business jaunts).

Then all I had to do was check off what I needed orchestrating for the particular trip that was coming up and she took care of it.

All of it!

Joanna Grimbley-Smith Author

Joanna Grimbley-Smith
Virtual Assistant Expert

Did You Know?

As a young female business owner, travelling for work is just another part of the job.

Why take time out of your busy schedule to plan your travel when a virtual travel assistant can do it for you?

Chapter 5

The Best Virtual Travel Assistant Services
Business person using a laptop in a non-office location
So, where can you find one?

Now that you’ve read my top tips and had a serious Q&A session with yourself, you’re probably ready to know more about the different virtual travel assistant services available.

I’ve compiled information about some of the best virtual travel assistant services into this fun table to help you on your way…

>
Provider Summary Key Services Pricing
flatworld solutions logo

Founded in 2002, Flatworld Solutions are an organisation that provide virtual assistant services globally.

Travel budget management

Booking accomodation

Helping schedule international meetings

Itinerary management

Prices start at $8-10 per hour

zirtual logo

Zirtual were founded in 2011 and offer virtual services to professionals and small businesses.

Booking car rental

Itinerary planning

Booking flights and hotels

Researching and booking restaurants

Plans starting at $298 per month.

VA staffer logo

VA Staffer offer virtual assistant services to businesses worldwide.

Researching the destination

Planning flights and hotels within your budget

Helping sort out visas and insurance

Itinerary planning

Prices begin at $14 per hour.

Renowned solutions logo

Renowned Solutions provides specialised virtual assistant services to entrepreneurs and companies.

Booking travel and accommodation

Managing visas

Researching the best deals

Itinerary management

Prices start at $8 per hour.

Upwork logo

UpWork are an organisation that allow freelancers to offer their services, as well as allowing businesses and professionals to post jobs.

Travel bookings

Planning trips and itineraries

Inbox management

Booking car rentals

Prices can start at $6 per hour.

That’s a lot of information!

Good thing I put it all in a table, so it’s super easy to refer to.

(Is anyone else obsessed with tables, or is it just me?)

Chapter 6

Frequently Asked Questions
Image of business people smiling on the phone
Keen to find out more?

Still have questions?

That’s ok - I had loads when I first started out!

I’ll do my best to answer some of the big ones for you...

Is a Virtual Travel Assistant the Same as a Travel Agent?

No - they’re actually quite different!

A travel agent will book your travel and may help to book excursions and restaurants.

A virtual travel assistant does all this and so much more.

The most important difference, however, is that a virtual travel assistant is working to help you specifically.

Their purpose is to assist you with everything you’ll need for your travels, and other tasks as well if you choose to hire a general VA.

Which means your virtual travel assistant is on hand whenever you need them - meaning they can deal with anything your trip throws at you (like cancelled flights or an overbooked hotel - eek!)

What Qualities/Skills Should I Look for in a VA?

When having that initial conversation with a potential VA, it’s good to know what qualities to look for.

The best virtual travel assistants all have certain qualities and skills that make them stand out.

Here is a list of the top qualities and skills every virtual travel assistant should have:

- Good listener

- Organised

- Highly productive

- Excellent time-management

- Quick learner

- Good communicator

- Independent worker

Obviously, there are loads more qualities and skills a virtual travel assistant may have that are hugely beneficial.

But it’s all down to what you need - you’re the VIP , remember!

Can I Use a Virtual Travel Assistant for a Day Trip?

Of course you can!

Virtual travel assistants are there to help you with all your travel needs - no matter how big or small they are.

And the great thing about virtual travel assistants is that they are super flexible.

This means that you don’t have to be locked into a long contract where you are forced to pay for hours you don’t need.

You can hire a VA for as little or as many hours you need!

Besides - a day trip still takes too much time to plan if you’re not a born planner.

Save yourself time and energy.

Trust me, you’ll never want to book a vacation ever again.

Image of business person/people smiling/giving thumbs up
Here's future you after you've hired a virtual travel assistant!

Conclusion

There you have it - your ultimate guide to virtual travel assistants.

And hopefully with the help of a VA you’ll beat that looming deadline and get to enjoy a stress-free business trip or family vacation.

Are you excited to find a virtual travel assistant for yourself?

If the answer is ‘yes’, don’t hesitate!

Fill out this short form (it’s free!) and we’ll compare all the best quotes for you today!