Hi, I am considering an administrative assistant job. But there is always one part that makes me nervous about applying. The part about making travel arrangements, booking flights, renting cars and reservations. It may seem like a small thing to most but it feels daunting to me as those are things I do not do in my everyday life. Can anyone give me tips on how this works? Is this a hard task to do?

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Hi there. Depends on the frequency I guess and preferences of the person who will be travelling. In my previous job, my executives travelled internationally once a month (on average) and had a few clear preferences. So it was a matter of finding the best match and paying attention to details. The more you do it, the easier it becomes! I wouldn’t call it a hard task, but perhaps time consuming. If you would be dealing with visas - also a matter of finding the right info (=time). Hope this helps.
If it is the only thing stopping you from applying - don’t worry and go for it! You’ve got this.

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I’ve been there! I don’t travel much myself so I completely understand. I used to be terrified. The advice I have is to act as if you are planning for yourself. It helps to anticipate what is needed. After a while you’ll find it’s really a piece of cake.
Remember to always view UC’s Travel Policies on a frequent basis. And register for trip insurance (UC Away). If you don’t have the link for that let me know.
Also, always review plans before booking. I like to present screen shots.

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Good tips! Especially plan like you would for yourself, it indeed helps to anticipate things

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I find that it's the smoothest process of the job. It helps to get some info from people on preferred airlines/companies, seating, etc. If you use a system like concur, make sure their frequent flyer programs are preloaded. When it comes to the actual booking, I ask what time they have to be there by. And after what time would they need to leave. Then I give them flight options around that time frame. You'll learn which people like to leave larger gaps for fear of missing flights, and the type of people who like to cut it extremely close because they hate the travel. Some people don't mind early morning flights. Some will cut it so close to almost missing a meeting because they don't want to wake up for the flight. And my personal favorite, the people who research their own flights and just tell you exactly what they want.

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I love the ones who find everything themselves then let the admin know their selection. Some people really know how to work with an assistant. I have one professor who does her own booking. Another leaves everything to me and isn’t picky at all but decides everything last minute. It really also depends on the person you support. For the same task it can be easier for some and a bit of a pain for others.

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It's easy, just time consuming. as long as youre someone with high sense for detail, you'll be fine.

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It’s not hard at all.. pretends like you are going on the trip..
It’s actually fun because I get to book trips I could never ever afford.. $19k first class plane tixs.. le sigh

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20+ year school secretary here. Find a position that plays up your strengths. How are you with kids? Can you handle a parent who is irate? Schools are often desperate to find clericals. Do you like a business workplace? Find something that works. Hope this helps.

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Nowadays most companies have travel agents where you can call them directly to book travel. Sometimes they can also book car service as well.

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Honestly, the companies I have worked for have had pretty defined procedures on what system we are allowed to use for booking these services. They're also fairly strict in on what you can book - like all domestic and US to Europe flights must be Coach and with the lowest price available in the booking system. We use a system that I'd say is a business equivalent to, say, a Travelocity.

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It really depends on the Traveler & how often. The beauty about a lot of these positions is it’s just a matter of learning systems. We actually have a program that is used for Processing Expenses, booking Travel, rentals, etc. There’s also a lot of companies that have contracts w/travel agencies that basically do a lot for you. So you just have to make sure & get their preferences such as hotel location, airline and seating preferences, & some prefer uber over car rentals. :)

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Like others have said. It’s not that difficult. The important thing is to take your time and pay attention to the details.

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I wouldn’t let that hold you back from these jobs! Usually they will show you their company practices on how to book travel arrangements and such.

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