New Trusty Oak is now Nacho! Read the story

Travel Coordination · Nonprofit

Travel coordination for nonprofit teams that can't afford to waste a dollar on the road

By Zack Pennington, CEO Updated

Nonprofit travel comes with constraints most corporate travel tools ignore: board member reimbursements, grant-restricted budgets, and per diem policies that vary by funder. Whether you're sending staff to a national conference, coordinating site visits across multiple program locations, or arranging travel for a fundraising gala speaker, the logistics eat up hours your team doesn't have. A Nacho EA handles the booking, tracking, and documentation so your staff can focus on the work that actually moves the mission forward.

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

Can a Virtual Assistant handle travel coordination for nonprofits?

Yes. Nacho matches nonprofits with a vetted, 100% US-based Executive Assistant who owns travel coordination week after week, not a one-off task. Onboarding starts with a $300 Delegation Strategy Plan, your Talent Budget starts at $1,000 a month, and matching takes 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 nonprofits

A Nacho EA assigned to your nonprofit learns your travel policies upfront: including any funder-specific restrictions, preferred vendors, and reimbursement documentation requirements, so every booking decision is already filtered through your constraints. Day-to-day, they research and book flights, hotels, and ground transportation using tools like Concur, TripIt, or direct vendor portals, always cross-referencing your budget codes and per diem limits before confirming anything. They build detailed itineraries for each traveler, including confirmation numbers, check-in instructions, and local logistics, and they keep a shared folder (Google Drive or your preferred system) organized so finance has everything they need at reimbursement time. When plans change: and they do: your EA handles rebooking, cancellations, and credit tracking without pulling your program staff into the chaos. Your role is to flag upcoming travel needs, approve bookings over a set threshold, and stay on the road while your EA handles everything behind the scenes.

Off your plate

What your Executive Assistant takes off your plate

Before your first handoff, pull together your organization's travel policy document: or if you don't have one, jot down the key rules: maximum nightly hotel rate, preferred airlines, whether economy is required, and how receipts need to be submitted. The most common mistake nonprofit clients make is handing over a travel request without this context, which forces the EA to guess or come back with ten clarifying questions. Ten minutes of upfront documentation saves hours of back-and-forth on every trip after.

  1. Grant-Compliant Flight and Hotel Booking

    Research and book travel that adheres to funder-specific per diem rates and vendor restrictions, documenting budget codes for each transaction.

  2. Conference and Event Travel Coordination

    Manage logistics for staff attending nonprofit sector conferences like AFP ICON or NTC, including early-bird registration deadlines, room blocks, and group travel alignment.

  3. Board Member and Speaker Travel Arrangements

    Coordinate travel for incoming board members or event speakers, handling itinerary communication, airport transfer details, and reimbursement paperwork.

  4. Reimbursement Documentation Prep

    Organize receipts, confirmation emails, and expense records into a structured folder formatted to match your finance team's reimbursement workflow or accounting software like QuickBooks Nonprofit.

  5. Itinerary Management and Real-Time Updates

    Maintain live itineraries in TripIt or a shared Google Doc and proactively manage rebooking or cancellations when flight changes or schedule conflicts arise.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

TravelPerk
Expensify
Google Flights
TripIt Pro
Kayak for Business
Concur

...and many more!

Client proof

Trusted by nonprofits

Nacho supports nonprofits including Clayton Christensen Institute, Educational Testing Services (ETS), Real Discussion, 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 nonprofits

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 work within our grant-restricted travel budgets?
Yes, once you share your funder guidelines or internal travel policy, your EA will filter every booking decision through those parameters before confirming anything. If a flight or hotel option exceeds a funder's per diem limit, they'll flag it for your approval rather than booking and creating a compliance issue.
We have multiple staff traveling to different locations for program work. Can one EA coordinate all of it?
A single EA can manage travel for multiple staff members as long as the volume fits within your monthly hour budget. They'll typically maintain a shared travel tracker so you have visibility across all active trips, and they'll prioritize based on departure dates and urgency.
How does Nacho handle the sensitive financial information involved in booking travel?
Nacho EAs sign confidentiality agreements and are US-based professionals with vetted backgrounds. For payment, most clients provide a dedicated organizational credit card or a virtual card number with a set limit, which keeps your primary accounts protected while giving the EA what they need to book.

Ready when you are

Let your team travel without the logistics burden

Starting at $1,000/month with a dedicated Client Success Manager who builds your Delegation Strategy Plan, Nacho makes it straightforward to hand off nonprofit travel coordination to an EA who already understands the constraints. Schedule a call to talk through what your travel volume looks like.

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