Chief of staff - AI Solutions
Chief of staff - AI Solutions
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Salary Not Disclosed
1 Vacancy
Job Description
Reporting to the VP AI Solutions Karol you will play a key role in driving strategic alignment operational rigor and effective information flow across our AI Solutions organization.
Your role will be to lead planning analytics and project oversight for key AI initiatives. You will design and implement systems to streamline communication and updates from direct reports support structured accountability rhythms and coordinate between AI Solutions and cross-functional teams. Leveraging analytics and targeted reporting you will provide actionable insights to inform decision-making track special projects and ensure alignment with business priorities. Additionally you will represent the VP AI Solutions in meetings prepare executive briefings and help foster a culture of clarity collaboration and execution.
Key Responsibilities
Strategic Planning & Execution Support
Design implement and manage robust information flow systems to streamline weekly and bi-weekly updates from direct reports ensuring clarity and visibility on critical AI Solutions initiatives.
Partner closely with the VP AI Solutions to align priorities synthesize project status and proactively communicate updates to stakeholders and the broader organization.
Accountability Cadence & Operational Rhythm
Establish and enforce structured check-ins and regular review cadences (e.g. bi-weekly mission control meetings strategic project status updates) across AI programs to drive accountability and follow-through on key deliverables.
Surface challenges early and coordinate prompt resolution fostering a culture of operational rigor.
Act as a central point of coordination between AI Solutions and cross-functional partners in Product Engineering and Go-to-Market teams ensuring integrated execution knowledge sharing and synchronization around AI-related priorities.
Help structure the tasks & projects to be delegated to bigger ops teams so that theyve clear expectations and success criteria.
Analytics & Reporting
Support data-driven decision-making through research analytics and targeted reporting for both strategic and product-led projects.
Translate operational data and strategic findings into actionable recommendations for the AI Solutions leadership.
Project Oversight & Special Initiatives
Take ownership of ad-hoc projects and initiatives that span multiple teams or fall outside established structures acting as a catalyst for execution and impact wherever extra hands are needed.
Assist with project and budget tracking to ensure initiatives remain aligned with business objectives and allocated resources.
Communication & Information Flow
Streamline internal communications within the AI Solutions team ensuring timely and relevant updates are cascaded between the VP leadership and broader teams.
Prepare concise reports and PR-style updates to share milestones and insights with the wider company.
Executive Shadowing & Representation
Represent the VP AI Solutions in tactical meetings preparing and debriefing for executive touchpoints.
Provide targeted support to ensure high-quality interactions with investors executives and other senior stakeholders.
Qualifications :
- 5 years experience in strategy operations or program management ideally in SaaS tech or other fast-changing industries
- Consulting or MBA a strong plus.
- Proven ability to balance strategic thinking with hands-on execution: building frameworks but also rolling up sleeves (e.g. running reports calling stakeholders gathering feedback).
- Strong analytics and data-driven decision-making skills: design dashboards reporting cadences and translate insights into strategic recommendations.
- Experienced in setting up accountability rhythms (weekly reviews structured check-ins dashboards) that drive alignment across cross-functional teams.
- Demonstrated success leading through influence delivering results via teams and stakeholders without direct reporting lines.
- Excellent stakeholder management skills across executives cross-functional leaders and technical teams.
- Entrepreneurial mindset and comfort with ambiguity; thrives in fast-paced high-change environments with minimal structure.
- Strong communication and problem-solving skills; fluency in English (additional languages a plus).
- Genuine interest in AI automation and experimenting with coding or no-code tools (big plus).
Additional Information :
What to Expect from Our Hiring Process
- Intro call with the Docplanner Global Talent Acquisition team - Ainhoa or Flore
- SHL: Tests numerical and logical reasoning for strong analytical skills
- Interview with Karol Global VP AI/New Ventures your manager in this role
- Business Exercise incl. a few days preparation time and a 1h working meeting with Karol Juli & Sandra to discuss your thoughts and findings - exactly as if you were working here already
- Final meetings with other business leaders
- Offer (subject to references)
Why Youll Love It Here
Global Benefits No matter where you are youll have access to:
- Healthcare insurance so you can focus on what matters.
- Wellness that works for you from gym memberships to mental health support weve got you covered.
- Time off that counts whether its a vacation your birthday or just a day to recharge we believe in balance.
- ESOP (Employee Stock Ownership Plan) after 6 months with usbecause we believe in sharing our success!
Local Perks Depending on your location you will be entitled to local benefits like meal vouchers (ticket restaurant) transport allowances or extended parental leave.
Career Growth Were growing and so can you! Youll find lots of chances to learn develop and explore new pathswhether within your team or through cross-functional projects.
A Truly Global Team Work with talented people from all over the world in a diverse and inclusive environment.
Flexibility That Works for You Remote work and flexible hours arent just buzzwords here. While the extent of flexibility depends on your role and team we value results over rigid schedules. Prefer an office setting Youre welcome at any of our hubs in Barcelona Warsaw Curitiba Rio de Janeiro Mexico City Bogot Munich Rome or Bologna.
Please note: At this time we are not able to sponsor visas for this position. To apply you must already have the legal right to work in your country of residence or the location of the role.
What We Believe In
At Docplanner our values guide everything we do:
Focus on results were here to make an impact.
Think like an owner take responsibility drive outcomes.
Keep it simple keep it lean smart solutions over complexity.
Be respectful and radically honest openness builds trust.
Learn and be curious growth is part of the job.
Dont just take our word for itcheck out our Glassdoor to hear what our people say!
We are committed to building a team that represents a variety of backgrounds perspectives and skills. We welcome applicants from all walks of life regardless of gender disability or background and are dedicated to fostering an inclusive workplace where everyone feels valued and empowered to contribute.
Remote Work :
Yes
Employment Type :
Full-time
Employment Type
Remote
Company Industry
Key Skills
- Compliance Management
- Customer Retention
- Quality Assurance
- Customer Service
- Extensive Knowledge
- Account Management
- Front Office
- Telephone Calls
- Needs Analysis
- Cold calls
- Business Relationships
- Customer Complaints
- Sales Goals
- Sales Process
- New Clients
