Chief of staff - AI Solutions
Company Description
At Docplanner Group, we’re on a mission to help people live longer, healthier lives. As the world’s largest healthcare platform, each month, we connect 24 million patients with 280k doctors across 13 countries (through brands like ZnanyLekarz, Doctoralia, MioDottore, DoktorTakvimi, and jameda). Our marketplaces, SaaS and AI tools simplify daily tasks and help doctors, clinics and hospitals work more efficiently, so they can focus on what really matters: caring for their patients. Learn more about our products here: https://pro.doctoralia.com.br/recursos-gratuitos & https://noa.ai/pt-br/
Why join us?
📊 Real impact – We help doctors help patients. Your work truly makes a difference.
📈 At scale, yet agile – 3,000+ employees, but still fast, flexible, and hands-on.
💰 Pre-IPO & growing – We’re backed by leading VC funds including One Peak Partners, Goldman Sachs Asset Management, and Point Nine Capital, raising a total of approx. €400m to date. Now, we’re focused on profitability and IPO preparation. It’s an exciting time to join us.
✨ Shape the future, sustain growth – Make a difference now *and* build for long-term success.
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.
This is an execution-focused role, not pure strategy. We’re looking for someone who can turn plans into action: running processes, building reports, driving accountability, and engaging directly with stakeholders. You will oversee planning, analytics, and project management for key AI initiatives, ensuring projects move forward efficiently and stay aligned with business priorities. This includes designing systems to streamline communication, supporting structured accountability rhythms, and coordinating across AI Solutions and cross-functional teams. You will also prepare executive briefings, represent the VP of AI Solutions in meetings, and foster a culture of clarity, collaboration, and delivery.
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 they’ve 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 You’ll Love It Here 💙 Global Benefits – No matter where you are, you’ll have access to:
Healthcare insurance – so you can focus on what matters.
Wellness that works for you – from gym memberships to mental health support, we’ve got you covered.
Time off that counts – whether it’s a vacation, your birthday, or just a day to recharge, we believe in balance.
ESOP (Employee Stock Ownership Plan) after 6 months with us—because 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 – We’re growing, and so can you! You’ll find lots of chances to learn, develop, and explore new paths—whether 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 aren’t just buzzwords here. While the extent of flexibility depends on your role and team, we value results over rigid schedules. Prefer an office setting? You're welcome at any of our hubs in Barcelona, Warsaw, Curitiba, Rio de Janeiro, Mexico City, Bogotá, 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 – we're 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. Don’t just take our word for it—check 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.
About the job
Apply for this position
Chief of staff - AI Solutions
Company Description
At Docplanner Group, we’re on a mission to help people live longer, healthier lives. As the world’s largest healthcare platform, each month, we connect 24 million patients with 280k doctors across 13 countries (through brands like ZnanyLekarz, Doctoralia, MioDottore, DoktorTakvimi, and jameda). Our marketplaces, SaaS and AI tools simplify daily tasks and help doctors, clinics and hospitals work more efficiently, so they can focus on what really matters: caring for their patients. Learn more about our products here: https://pro.doctoralia.com.br/recursos-gratuitos & https://noa.ai/pt-br/
Why join us?
📊 Real impact – We help doctors help patients. Your work truly makes a difference.
📈 At scale, yet agile – 3,000+ employees, but still fast, flexible, and hands-on.
💰 Pre-IPO & growing – We’re backed by leading VC funds including One Peak Partners, Goldman Sachs Asset Management, and Point Nine Capital, raising a total of approx. €400m to date. Now, we’re focused on profitability and IPO preparation. It’s an exciting time to join us.
✨ Shape the future, sustain growth – Make a difference now *and* build for long-term success.
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.
This is an execution-focused role, not pure strategy. We’re looking for someone who can turn plans into action: running processes, building reports, driving accountability, and engaging directly with stakeholders. You will oversee planning, analytics, and project management for key AI initiatives, ensuring projects move forward efficiently and stay aligned with business priorities. This includes designing systems to streamline communication, supporting structured accountability rhythms, and coordinating across AI Solutions and cross-functional teams. You will also prepare executive briefings, represent the VP of AI Solutions in meetings, and foster a culture of clarity, collaboration, and delivery.
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 they’ve 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 You’ll Love It Here 💙 Global Benefits – No matter where you are, you’ll have access to:
Healthcare insurance – so you can focus on what matters.
Wellness that works for you – from gym memberships to mental health support, we’ve got you covered.
Time off that counts – whether it’s a vacation, your birthday, or just a day to recharge, we believe in balance.
ESOP (Employee Stock Ownership Plan) after 6 months with us—because 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 – We’re growing, and so can you! You’ll find lots of chances to learn, develop, and explore new paths—whether 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 aren’t just buzzwords here. While the extent of flexibility depends on your role and team, we value results over rigid schedules. Prefer an office setting? You're welcome at any of our hubs in Barcelona, Warsaw, Curitiba, Rio de Janeiro, Mexico City, Bogotá, 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 – we're 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. Don’t just take our word for it—check 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.