TRAVEL MANAGEMENT

This portfolio presents the detailed planning coordination of a three-day business trip for Ms. Roxane Santiago, CEO of NovaTech Innovations, from Nashville, TN (BNA) to Denver, CO (DEN). The objective was to ensure a smooth, organized, and comfortable travel experience that aligns with her executive schedule. 

All arrangements -- including flights, hotel accommodations, ground transportation, business meetings, and dining reservation -- were carefully selected to meet her professional and personal needs. Each step is supported with screenshots as proof of the booking process.

I booked Ms. Santiago's flight using Google Flights. I entered Nashville (BNA) to Denver (DEN) for November 17-19, 2025, and selected a non-stop United Airlines Economy Flight. I reviewed the details, added passenger info, and captured a screenshot before payment. 

I used Booking.com to find a luxury hotel with business facilities in Denver. After applying filter for 5-star and Free Wi-Fi, I selected The Crawford Hotel, Denver. I filled in the details and took a screenshot before confirming the booking. 

I arranged round-trip transportation through Uber. From Denver International Airport to The Crawford Hotel on November 17 (arrival) and back to the airport on November 19 (departure). I took a screenshot of the booking details before confirming. 

I scheduled Ms. Santiago's meetings using Google Calendar, Including her business lunch with CEO of TechCorp, Client Presentation & Strategy with Marketing Team. 

For Dining, I used OpenTable to reserve  The Fort for Dinner. Screenshots were taken before final confirmation. 

I compiled all flight, hotel, transport, and meeting details into a professional itinerary using Canva and Google Docs. The final document was formatted in a clean, business-style layout and exported as a PDF for easy reference. 

Through this travel management project, I successfully demonstrated skills in executive scheduling, travel coordination, and attention to detail. By using tools such as Google Flights, Booking.com, Uber, Google Calendar, and OpenTable, I ensured that every aspect  of Ms. Santiago's trip was efficiently organized. 

This itinerary showcases my ability to plan and manage a high-profile executive's travel from start to finish -- ensuring convenience, professionalism, and seamless execution.

CALENDAR MANAGEMENT

This is  how I manage a google calendar. I currently use Google Calendar, but I'm open to exploring new applications or learn other tools as needed. 

So what I did was, I created a separate calendar specifically for my client's schedule. This helps their appointments and tasks organized without mixing them with my own stuff. Then, I added all their important events, like meetings and consultation, making sure to include the correct dates, times, and details for each one. 

I also set up reminders so my client gets an email a day before and a notification 10 mins before each event -- that way nothing gets missed. To make the calendar easy to read, I  used color coding for different types of events, like meetings in blue and planning tasks in yellow. 

Finally, I scheduled a daily recurring admin time for my client to review their inbox and tasks, helping them stay on top of things every day. 

Doing all this is important because it keeps client's schedule clear, organized, and helps them stay productive without missing any important deadlines or meetings. 

In this photo  above, I managed scheduling conflicts by proactively rescheduling a client's meeting to a new time that  fit their availability. I updated the calendar accordingly and communicated the change professionally via email to ensure clarity and avoid any confusion.

Here is a  draft email to spend a client in case of a sudden schedule change, confirming their availability for the proposed new date. 

EMAIL MANAGEMENT

Here are some emails I created. I used my own email account to send them to my other email for practice. 

What I did here was I organized the inbox by creating labels such as Urgent, To Reply, To Read, Social Media Notifications, Receipts/Invoices, and Newsletter. I also color-coded the three most important labels to improve efficiency and make important messages easier to find. 

Why It Matters?

- As a VA managing someone's inbox, organizing email is key. Labels help you sort and find emails quickly, reduce clutter, and ensure that nothing important is missed.  It's part of building a productive system for your client. 

I also understood Starred/Important Emails. Starring an email help mark it visually, while Gmail automatically marks emails as important based on user behavior. 

Why It Matters?

- Helps you prioritize and identify high-value emails quickly. When managing for a client, these  visual markers act as signposts for what needs attention first. 

I simulated processing a client's inbox using Four D's Method

- Delete, Do, Defer, Daisy-Chain(Document)

Why it matters for VA:

-This is an efficient inbox management method VAs use daily. It reduces overwhelm and ensures every email is handled appropriately without missing deadlines.

here's a table showing emails, what actions I took, which folder they're in, and what decision (D) was applied. 

I wrote professional replies by drafting sample responses to email that require a professional tone or come from team members.

Why It Matters :

- Communication is a core VA skill. You often respond to emails on behalf of a client, so replies must be clear, polite and action-oriented.

Here are some examples:

These are examples of the labels I assigned to emails and their corresponding folders or locations. 

and lastly, I wrote a Drafted summary email to the client (for example) about inbox activity: many emails I handled, what was urgent and what needs their input. 

Why It Matters?

- Clear reporting builds clients trust. VAs must often summarize work done and keep clients informed without overwhelming them. 

Overall, this project helped me practice my inbox management skills that I would use daily as a Virtual Assistant.