For General Administrative Assistants ·
What you'll accomplish
By the end of this guide, you'll be using Claude Pro to assemble complex multi-leg business travel itineraries from scattered flight, hotel, and transport options — producing a clean, printable day-by-day travel document in 15 minutes instead of 90.
What you'll need
Go to claude.ai → click "Sign up" → use your email or Google account. The free version handles single trips well. If you manage travel for multiple executives or book 5+ trips per month, Claude Pro ($20/month) is worth it for the longer context window and faster responses.
What you should see: Claude's chat interface — a clean message box with a paper airplane send button.
Before booking any specific trip, create a saved traveler profile for each executive you support. In Claude, type:
I'm setting up a traveler profile for [Executive Name]. Please save this for our future travel conversations:
- Preferred airline: [airline and loyalty number]
- Seat preference: [window/aisle, class]
- Hotel loyalty program: [program and number]
- Dietary: [restrictions]
- Car: [preferred rental company]
- Ground transport preference: [Uber/car service/subway-friendly?]
- Contact during travel: [their cell]
- Never book: [anything they hate — red-eyes, layovers over 2 hrs, etc.]
Note: Don't paste loyalty program numbers or sensitive personal data into Claude free tier. Use placeholder text like "[loyalty#]" for sensitive details.
After researching on your booking site (Concur, Kayak, airline sites), copy the key details of the options you've found and paste them into Claude:
I need to build a travel itinerary for [Name] traveling from [City] to [City] on [dates].
Flight options I found:
Option A: [Flight number, departure time, arrival time, price, layover info]
Option B: [Flight number, departure time, arrival time, price, layover info]
Hotel options:
Option A: [Hotel name, rate, distance from meeting location]
Option B: [Hotel name, rate, distance from meeting location]
Based on [Name]'s preferences, which combination do you recommend and why? Then format the recommended option as a clean day-by-day itinerary.
Claude returns: (1) a recommendation with brief reasoning based on the preferences you described, and (2) a formatted day-by-day itinerary.
What you should see: A structured document like:
TRAVEL ITINERARY: [Name]
Chicago → New York | March 28-30, 2026
DAY 1 — Friday, March 28
6:45 AM Depart [address] for O'Hare
9:00 AM AA Flight 112 departs ORD → LGA (arrives 12:40 PM)
Seat: 12A (aisle) | Confirmation: [placeholder]
1:30 PM Check-in: Marriott Marquis Times Square
[address] | [loyalty # placeholder]
3:00 PM Meeting at [client address] — ~12 minute walk
...
Fill in the actual confirmation numbers after booking → add emergency contacts and backup flight numbers → save as a Word doc → email or print for the traveler.