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Travel Coordination · Media & Publishing

Travel coordination for media & publishing professionals who can't afford logistical surprises

By Zack Pennington, CEO Updated

Whether you're sending a correspondent to a film festival, coordinating a book tour across six cities, or getting your editorial team to an industry conference, travel logistics are high-stakes and time-consuming. A missed connection before a keynote or a hotel mix-up on press trip day isn't just inconvenient, it's a professional liability. Nacho's fractional EAs and specialists handle the booking, the backup plans, and the details so you stay focused on the work.

Tools we work with: TripIt Pro Google Flights Kayak for Business Expensify

Can a Virtual Assistant handle travel coordination for media and publishing companies?

Yes. Nacho matches media and publishing companies with a vetted, 100% US-based Executive Assistant who owns travel coordination week after week, not a one-off task. You start with a $300 Delegation Strategy Plan, set a monthly Talent Budget from $1,000, and we match you in about a week.

See how the match works What a Talent Budget costs Book a discovery call

How it works

How your Executive Assistant owns travel coordination for media and publishing companies

A Nacho EA working in travel coordination for media and publishing clients typically starts by building a clear picture of your travel preferences: preferred airlines, loyalty programs, seat preferences, and any publication-specific expense policies they need to work within. From there, they handle end-to-end booking using tools like Concur, TripIt Pro, or direct airline and hotel portals, and they build detailed itineraries that account for press schedules, interview windows, and deadlines. When plans change: and in media, they always do: the EA monitors flights, handles rebooking, and communicates updates proactively rather than waiting to be asked. For multi-person trips like editorial team offsites or book tour logistics, they coordinate across multiple travelers and keep a master itinerary that everyone can reference. Your job is to approve the itinerary and flag any changes; the EA handles everything that happens before and after that.

Off your plate

What your Executive Assistant takes off your plate

Before handing off your first trip, put together a one-page travel brief: your loyalty program numbers, any airlines or hotels you avoid, your publication's expense limits, and who needs to approve bookings above a certain cost. The most common mistake is delegating mid-trip when a problem has already surfaced, the EA is most useful when they're looped in at the planning stage, not as a last resort when something goes wrong.

  1. Press Trip & Festival Itinerary Management

    Build and maintain detailed travel itineraries for events like Sundance, BookExpo, or SXSW, syncing flight times, hotel check-ins, and press access schedules into a single shareable document.

  2. Flight and Hotel Booking Within Publication Expense Policy

    Research and book travel options that comply with your organization's per diem or expense tier guidelines, documenting all bookings in your preferred expense platform such as Concur or Expensify.

  3. Multi-City Book Tour Logistics Coordination

    Sequence travel across multiple cities for author tours or speaking engagements, coordinating with publicists, venue contacts, and ground transportation vendors to keep the schedule intact.

  4. Real-Time Flight Monitoring and Rebooking

    Track flights on travel day using tools like FlightAware or Google Flights alerts and proactively rebook or escalate when delays or cancellations threaten a deadline or scheduled appearance.

  5. Correspondent and Freelancer Travel Arrangements

    Coordinate travel for contributors and freelance journalists being sent on assignment, including booking, sending itineraries, and collecting receipts for reimbursement processing.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Concur
Expensify
Google Flights
TravelPerk
Kayak for Business
TripIt Pro

...and many more!

Client proof

Trusted by media and publishing companies

Nacho supports media and publishing companies including An Arm And a Leg, IDSCO, Susan B. Trachman, MD, handling everything from travel coordination to broader operational support.

The model

What delegating to Nacho actually looks like

This is ongoing delegation to one vetted, US-based person, not a task posted to a marketplace.

  1. Start with a Delegation Strategy Plan

    A one-time $300 onboarding fee pairs you with a Client Success Manager who maps what to hand off first. See the full process.

  2. Get matched in about a week

    We match you with a vetted, 100% US-based Executive Assistant in your time zone. If the fit is not right, the Nacho Guarantee re-matches you free.

  3. Set a monthly Talent Budget

    Budgets start at $1,000 a month and draw across Executive Assistants from $40/hr, Specialists from $65/hr, and Fractional Executives from $125/hr. Up to $200 of unused budget rolls over each month. See pricing in detail.

  4. Three months, then month to month

    The initial term is three months so the working relationship has time to compound, then it rolls month to month. Book a discovery call to size yours.

Talent Budget

What delegating travel coordination costs for media and publishing companies

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
from $40/hour
25 hours $1,000
Specialists
from $65/hour
5 hours $325
Fractional Executives
from $125/hour
0 hours $0
Your monthly budget
$1,325

Starting at $1,000/month. One-time $300 onboarding fee includes your Delegation Strategy Plan.

Good questions

Frequently asked questions

Can a Nacho EA coordinate travel for multiple people on the same trip, like an editorial team attending a conference?
Yes, multi-traveler coordination is a common request. Your EA will manage individual bookings for each team member, build a consolidated master itinerary, and track any changes across the group. The more lead time they have, the more options they can work with on pricing and availability.
How does the EA handle travel arrangements that need to align with a publicist's or event organizer's schedule?
Your EA can communicate directly with publicists, conference coordinators, or venue contacts on your behalf to confirm schedules and sync logistics, this is especially useful during book tours or press junkets where the external party controls key timing. You stay copied on communications and approve the final itinerary.
Our publication has specific expense reporting requirements. Can the EA work within those?
Yes, as long as you share the relevant policy upfront: whether that's a per diem cap, preferred vendors, or a specific expense platform like Concur or SAP. Your EA will document bookings accordingly and flag anything that requires an exception before booking, not after.

Ready when you are

Let's get your next trip handled

Start with a $1,000 monthly talent budget and a Delegation Strategy Plan built around your team's actual travel needs. One-time $300 onboarding fee, with up to $200 of unused budget rolling over each month on eligible plans.

Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.