The most useful executive-assistant checklist focuses on handovers: who supplies the final flight details, who travels, who receives the guest and who can approve a change. This applies just as much to an ordinary Davos business visit as to a major conference. A well-prepared request reduces the need for the traveller to solve logistical questions after landing. It also gives dispatch a complete basis for confirming the vehicle, itinerary and quotation.
Check names and contact channels
Confirm the passenger’s preferred name, mobile number and communication preference. Include the assistant’s contact as organiser, but do not assume the traveller has read every message sent to the office. Decide which person receives time-sensitive updates during the journey. If the assistant works in another time zone, provide a reachable backup. A booking made on someone’s behalf should still give the guest a simple way to identify their journey and contact the team.
Validate both ends of the route
Use full street addresses for hotels, offices and private meeting locations. Check whether the passenger must collect keys, check in or leave luggage before the appointment. A city name is suitable for an initial enquiry but not a final pickup instruction. If a building has a separate visitor entrance, ask the host to identify it. For the return, confirm where the passenger will actually be at the agreed collection time.
Specify the real vehicle requirement
Count passengers and luggage separately and describe unusual items. Economy is limited to three passengers and two suitcases. A preferred category does not settle every capacity question when the party carries presentation equipment or large bags. Ask dispatch to assess the combination. If the guest has a specific comfort or access requirement, describe it directly instead of using a general VIP label that different people may interpret differently.
Document the approval chain
Record who accepts the quotation, who may amend the journey and who receives billing documents. Keep the agreed fare and conditions together with the booking reference. A submitted request is not yet a confirmed reservation. Wait for written confirmation before telling the traveller that arrangements are complete. If the company needs a specific invoice reference, send it early and clarify the payment method separately from the document format.
Brief the traveller concisely
Send one final message with the local travel date, flight or pickup information, meeting instructions and dispatch contact. Airportcab’s public number is +41 79 177 24 24. Encourage the guest to report material airport delays after landing, including baggage issues. Keep confidential meeting papers outside that message. When the journey is over, use the same reference for changes or accounts questions so that the office and traveller are discussing the same service.
Questions about this journey
Can the assistant receive confirmations while the guest gets pickup updates?
Specify those contact roles in the booking request.
Is a request reference a confirmed reservation?
No. Availability, fare and the final arrangements require written confirmation.
What should the guest save offline?
The booking reference, pickup instructions, destination and dispatch contact.