Affiliate Disclosure: This post contains affiliate links. If you book through Villiers using our link, we may earn a commission at no additional cost to you.
As an executive assistant, you're trusted with your principal's time, comfort, and reputation. When commercial travel no longer fits the schedule — or the standard — private aviation becomes part of your toolkit. Knowing how to navigate it confidently is what separates a good EA from an exceptional one. Once you've mastered the booking process, you'll also want to explore the best private jet destinations to brief your principal on where the experience truly shines.
This guide covers everything you need to book private jet travel efficiently, professionally, and without surprises.
Understanding Your Options
Not all private aviation is the same. Before you book, it helps to know what's available:
- Charter — A one-off flight booked on demand. No long-term commitment, maximum flexibility. Ideal for occasional travelers.
- Jet card — A prepaid block of hours on a specific aircraft category. Good for frequent travelers who want consistent pricing.
- Fractional ownership — A share in a specific aircraft. Best for principals who fly 50+ hours per year.
- Full ownership — Rare, and almost never your responsibility to arrange.
For most EAs, you'll be dealing with on-demand charter — either through a broker or an online platform.
Aircraft Categories: What to Know
Matching the aircraft to the trip matters for both comfort and cost:
- Turboprop — Short hops under 2 hours, smaller airports, lower cost. Good for regional travel.
- Light jet — Up to 4–5 passengers, 3–4 hour range. Efficient for domestic routes.
- Midsize jet — 6–8 passengers, transcontinental range, stand-up cabin. A reliable all-rounder.
- Heavy jet — 8–14 passengers, intercontinental range, full cabin amenities.
- Ultra-long-range — Nonstop transatlantic or transpacific. For your principal's most demanding itineraries.
When in doubt, ask the broker or platform to recommend based on route and passenger count.
What to Have Ready Before You Book
Having this information on hand will make every booking faster:
- Travel dates and times — Include any flexibility window; it can unlock better availability and pricing
- Departure and arrival airports — Private terminals (FBOs) differ from commercial terminals; confirm which FBO your principal prefers
- Passenger count — Include any guests, not just your principal
- Special requirements — Pets, oversized luggage, dietary preferences, accessibility needs
- Budget range or approval threshold — Know your ceiling before you receive quotes
- Principal's preferences — Seating configuration, in-flight connectivity, catering standards
Building a one-page travel brief template for your principal — and updating it after each trip — will save significant time across every future booking.
Working With a Charter Broker
A charter broker sources available aircraft on your behalf, negotiates pricing, and manages logistics. They don't own the aircraft — they connect you with operators who do.
Questions worth asking any broker:
- What safety certifications do your operators hold? (Look for ARGUS or Wyvern rated)
- Is this an empty leg or a repositioning flight? (Lower cost, but less flexibility)
- What's the cancellation and delay policy?
- What's included — catering, ground transport, WiFi?
- How quickly can you turn around a quote?
Brokers add value through relationships and negotiation, but the process can be opaque. Response times vary, and pricing isn't always easy to compare across options.
Using an Online Charter Platform
For time-sensitive bookings or when you want pricing transparency upfront, an online platform is often faster and easier to document for expense purposes.
Villiers is one of the most EA-friendly options available. You can:
- Search available aircraft by route, date, and passenger count
- Compare quotes side-by-side with clear pricing breakdowns
- Review aircraft specs and photos before committing
- Book directly with a paper trail suitable for expense reporting
The platform's model is straightforward: submit your trip details, receive matched options, book and pay securely. For EAs who need speed and accountability, it removes a significant amount of back-and-forth.
Logistics to Confirm After Booking
Once the flight is confirmed, your checklist should include:
- FBO details — Address, parking, and check-in instructions (private terminals operate differently from commercial airports)
- Ground transport — Coordinate pickup and drop-off at both ends; confirm vehicle access to the FBO
- Catering — Submit preferences at least 24 hours in advance; confirm any dietary restrictions
- International travel — Passports, visas, customs declarations, and any country-specific requirements; your broker or platform can advise
- Weather and contingencies — Understand the diversion and delay protocol before departure day
Once logistics are locked, don't overlook what your principal will need on board. Our private charter packing list covers the essentials worth preparing in advance.
Keeping Records
Private aviation bookings generate documentation your principal and finance team will need:
- Receipts and invoices — Request itemized documentation at the time of booking
- Passenger manifests — Required for certain routes; your operator will request this
- Preferred vendor list — Track brokers and operators that perform well for repeat use
- Trip notes — Log any issues or preferences after each flight to brief future bookings
A simple spreadsheet or travel management document updated after each trip will compound in value over time.
Final Thoughts
Private aviation is less complicated than it appears once you understand the process. The principals who travel this way do so because their time has a measurable cost — and your job is to protect it.
If your principal has a preference for how they present themselves in transit, our guide to quiet luxury travel style is worth a read for completing the picture.
For fast, transparent charter quotes with side-by-side aircraft comparison, we recommend Villiers. It's built for exactly the kind of efficient, documented booking process that EAs need.
Affiliate Disclosure: This post contains affiliate links. If you book through Villiers using our link, we may earn a commission at no additional cost to you.