Executive assistant playbook
Updated September 24, 2026
Board member airport transfers should feel boring in the best way: profiles are saved, privacy preferences are honored, flight changes are handled quietly, and the executive office can see exactly who approved the ride after the trip is complete.
Repeat-traveler controls
Each board member should have a simple profile: preferred name, mobile contact rule, assistant contact, vehicle preference, luggage assumptions, privacy notes, and whether the chauffeur should call, text, or wait for dispatch direction.
JFK, LaGuardia, Newark, Teterboro, and Westchester arrivals need different instructions. Store terminal, FBO, meet-and-greet preference, customs buffer, baggage claim expectations, and curbside limitations before the flight lands. At JFK, arriving for-hire and car-service passengers at Terminals 5 and 7 currently use AirTrain to the Howard Beach pickup lot, while departures can still be dropped at the terminal. At LaGuardia, car-service locations vary by terminal: Terminal A across the street, Terminal B parking garage level 2, and Terminal C arrivals inner lane, following Car Services signs. At Newark, follow the ground-transportation pickup signs in the applicable terminal. Confirm current airport advisories and your meeting instructions before pickup.
Board travel usually touches an executive office, finance team, or investor-relations budget. Put the approval owner, cost center, meeting name, or client matter on the reservation instead of reconstructing the reason later.
The plan should name who gets contacted if the traveler is unreachable, the flight diverts, a meeting moves, or the passenger exits through a different door than expected.
Airport transfer scenarios
Ask about flight tracking, conservative city buffers, a quiet vehicle, and a destination note that names the exact building entrance or private elevator instruction.
Confirm the pickup door, assistant after-hours contact, luggage location, preferred airport, and whether the chauffeur should wait staged or approach only after the guest is ready.
Use FBO name, tail number when available, passenger count, greeter expectations, ramp or assistant constraints, and a phone tree that does not rely on the board member answering immediately.
Create repeatable templates for each traveler so assistants can adjust flight, hotel, and meeting details without re-entering privacy, vehicle, receipt, and contact preferences every quarter.
Assistant handoff checklist
The best recurring transfer program reduces improvisation. A clear reservation note lets dispatch, the chauffeur, the assistant, and finance work from the same set of facts.
Create traveler profiles, airport-specific pickup notes, vehicle rules, billing references, and backup contacts before the first trip. Then each future reservation only needs the flight, timing, destination, and any special meeting-day changes.
Save preferred contact method, assistant contact order, privacy preferences, vehicle class, luggage expectations, home or hotel entrance notes, receipt rules, and any instructions about calls, texts, greeters, or waiting behavior.
Use an SUV when luggage, garment bags, presentation material, spouse travel, security detail, weather, or airport uncertainty makes space and flexibility more important than the lowest sedan quote.
Discretion comes from precise pickup notes, controlled communication, professional vehicle presentation, no unnecessary calls, clean assistant coordination, and a provider that knows how to update the chauffeur without exposing private itinerary details.