Freelance Executive Personal Assistant & Admin Coordinator

Toloka

Belgrade (Contractors) Remote permanent

Posted: January 22, 2026

Required Skills

Job Description

About Toloka AI

At Toloka AI we create data that powers leading GenAI models and innovations. We work with frontier labs, big tech, renowned AI startups, enterprises and non-profit research organizations worldwide. We use a combination of Experts + Crowd + Tech Platform to teach AI models to reason and evaluate their efficacy and safety. We have experts in more than 50 different domains—from doctors and lawyers to physicists and engineers—and boast one of the most diverse global crowds, representing over 100 countries and speaking 40+ languages. We are a well-funded startup with an enviable portfolio of clients including Anthropic, Amazon, Microsoft, poolside, Recraft, and Shopify.Recently, we secured strategic investment led by Bezos Expeditions with participation from Mikhail Parakhin, CTO of Shopify and board advisor to leading GenAI companies, who now serves as our Chairman of the Board. Our remote-first team is globally distributed around the world: USA, UK, the Netherlands, Czech Republic, Serbia, and more. We are headquartered in Amsterdam.

About the Role
We are looking for a Executive Personal Assistant & Admin Coordinator with exceptional organizational skills and a proactive mindset, to support the company’s top executives (CEO and CEO-1) and manage admin-related tasks. The ideal candidate enjoys helping the team, organizing work, and finding smart ways to get things done.

Key Responsibilities
Executive Support (PA Duties)

• Manage and maintain the CEO’s calendar, including scheduling meetings and coordinating communications with partners and assistants.

• Provide calendar support to CEO-1 upon request.

• Organize and manage business travel for top executives (end-to-end travel planning - flights, accommodation and transfers).

• Experience in visa support for top executives is a plus.

Admin (Office)

• Manage office supplies, stationery orders, and maintain stock.

• Support internal office events and team activities.

• Provide general administrative support.

Systems & Tools

• Work with systems such as Jira, Expensify, Google Workspace, Slack, Notion and travel booking platforms.

• Ability to work with AI tools and Excel is an advantage.

Requirements

• Proven experience supporting C-level executives as a PA, EA, or in a similar role.

• Proactive and helpful, with good critical thinking skills.

• Good communication skills and a polite, professional approach.

• Strong understanding of business travel requirements.

• Fluency in English. Russian and Serbian would be a plus.

What we can offer

• You will be part of an international and dynamic environment driving innovation and setting new standards in the AI and technology sector.

• Flexible working hours (25-35 hours per week)

• 15-20 USD per hour

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