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Travel Coordination · Technology

Travel coordination for tech teams who can't afford downtime

By Zack Pennington, CEO Updated

When your CTO is flying to a client site, your sales engineers are hitting three conferences in six weeks, or your distributed team needs to converge for an offsite, the logistics overhead is real and it lands on whoever has the least bandwidth to handle it. Nacho Executive Assistants manage the full travel cycle, from initial booking through day-of changes, so your technical staff stays heads-down on the work that matters. We've logged 67 time entries for travel coordination across our client base, and the pattern is consistent: tech companies delegate this work because the opportunity cost of doing it internally is too high.

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

Can a Virtual Assistant handle travel coordination for tech companies?

Yes. Nacho matches tech companies 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 tech companies

A Nacho EA assigned to your technology company handles travel coordination end-to-end using whatever tools your team already runs: Concur, TripActions, Navan, or direct booking through airline and hotel portals. They start by learning your company's travel policy, preferred vendors, and any traveler preferences (seat class, loyalty programs, TSA PreCheck numbers) so every booking is compliant and personalized from day one. For recurring travel patterns like quarterly board meetings or conference circuits (think AWS re:Invent, Dreamforce, or your own sales kickoffs), they build repeatable workflows that cut booking time significantly on subsequent trips. When itineraries change: and in tech, they always do: your EA monitors flights, handles rebooking proactively, and keeps travelers informed without you having to chase anything. Your role is to flag the trip, approve the itinerary, and show up at the airport.

Off your plate

What your Executive Assistant takes off your plate

Before your first trip handoff, put your travel policy, preferred airlines, hotel chains, and each frequent traveler's loyalty numbers and TSA PreCheck info in a shared doc, a simple Google Doc or Notion page works fine. The most common mistake is handing over a trip request without that context and then correcting bookings after the fact, which wastes everyone's time. Thirty minutes of setup upfront means your EA can book correctly on the first pass from day one.

  1. Conference and Tradeshow Travel Booking

    Books flights, hotels within conference room blocks, and ground transport for events like CES, RSA, or AWS re:Invent, coordinating across multiple attendees when needed.

  2. Executive and Client Site Visit Coordination

    Manages end-to-end itineraries for executive travel to client sites or investor meetings, including calendar alignment, airport transfers, and hotel selection near the destination office.

  3. Team Offsite and Company All-Hands Logistics

    Coordinates group travel for distributed engineering or sales teams converging for offsites, including block reservations, arrival windows, and transportation from multiple origin cities.

  4. Travel Policy Compliance and Expense Prep

    Books within your company's travel policy parameters and organizes receipts and itinerary documentation in Concur, Navan, or your expense management system for clean reconciliation.

  5. Flight Monitoring and Same-Day Rebooking

    Tracks active travel days for delays or cancellations and proactively rebooks or escalates options so travelers aren't stranded or scrambling with airline hold times.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

TravelPerk
Expensify
Kayak for Business
TripIt Pro
Google Flights
Concur

...and many more!

Client proof

Trusted by tech companies

Nacho supports tech companies including Permute AI, Ritual, 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. For technical work, that senior seat is usually a Fractional CTO. 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 tech 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 manage travel for multiple employees across different time zones?
Yes, this is one of the most common use cases for distributed tech teams. Your EA maintains a traveler profile for each person and can coordinate overlapping trips simultaneously, keeping each traveler's preferences, loyalty accounts, and schedules separate while managing the full picture.
We use Navan (formerly TripActions) internally. Can your EAs work within our existing travel platform?
Nacho EAs are tool-agnostic and can work within Navan, Concur, TripActions, or any platform you're already using, they don't require you to change your stack. During onboarding, your Client Success Manager will document the specific tools and access your EA needs to get started.
What happens if a flight gets cancelled during a critical trip, like a sales engineer traveling to a product demo?
Your EA monitors active travel days and, depending on the urgency, will proactively identify rebooking options and surface them to the traveler or you before the situation becomes a crisis. For high-stakes trips, you can flag that upfront so your EA knows to stay on alert and act quickly rather than waiting to be contacted.

Ready when you are

Stop booking your own travel

Nacho Executive Assistants start at $1,000/month with a one-time $300 onboarding fee that includes a Delegation Strategy Plan tailored to your team's travel patterns. Up to $200 of unused budget rolls over each month, so you keep some of the value from quieter travel periods.

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