Head of Design, Embedded Agreements
š Job Overview
Job Title: Head of Design, Embedded Agreements Company: PandaDoc Location: Remote Poland Job Type: Full-Time Category: Product Design Leadership / Revenue Operations enablement Date Posted: October 13, 2025 Experience Level: 10+ years (implied by 7+ years design + 3+ years management) Remote Status: Fully Remote
š Role Summary
- Lead the strategic vision, execution, and quality of design for PandaDoc's critical Embedded Agreements product areas, including e-signature, APIs, integrations, and Notary services.
- Drive user experience (UX) improvements that directly impact revenue workflows, accelerating deal closure and time-to-payment for small businesses.
- Mentor, hire, and develop a high-performing team of designers from diverse backgrounds, establishing best-in-class design processes and team culture.
- Act as a key partner to Product and Engineering leadership, translating customer pain points and business goals into intuitive, seamless user experiences.
- Champion a customer-centric design approach, leveraging AI to automate manual processes and eliminate bottlenecks within the document workflow.
š Enhancement Note: While the title is "Head of Design," the responsibilities and focus on "revenue workflows," "time-to-payment," and "closing deals faster" strongly indicate this role operates at the intersection of Product Design and Revenue Operations enablement. The emphasis on streamlining document processes for business efficiency aligns it with GTM operations support.
š Primary Responsibilities
- Define and execute the design strategy for Embedded Agreements, ensuring alignment with PandaDoc's business objectives and customer needs.
- Lead the end-to-end design process, from user research and ideation to high-fidelity prototyping and final implementation, for features related to e-signature, APIs, and integrations.
- Foster a collaborative environment with Product Management and Engineering teams to ensure successful product development and timely delivery of high-quality design solutions.
- Conduct design reviews, provide constructive feedback, and uphold high standards for design quality and user experience across the team's output.
- Develop and maintain a strong understanding of e-signature regulations and compliance requirements, translating them into user-friendly design solutions.
- Identify opportunities to leverage AI and automation within the document workflow to enhance efficiency, reduce manual effort, and improve user satisfaction.
- Manage the recruitment, onboarding, and professional development of design team members, building a diverse and skilled design organization.
- Advocate for the user, ensuring that design decisions are data-informed and grounded in a deep understanding of small business pain points in their revenue processes.
- Contribute to the broader design leadership team, helping to shape the overall design vision and strategy for PandaDoc.
š Enhancement Note: The core responsibilities heavily emphasize driving business outcomes (revenue, time-to-payment) through design, which is a key tenet of GTM and Revenue Operations. The role requires a leader who can connect design execution directly to commercial success.
š Skills & Qualifications
Education: No specific degree mentioned, but a strong portfolio demonstrating design expertise is required. Experience:
- Minimum of 7+ years of progressive experience in product design, with a significant portion focused on B2B SaaS environments.
- Minimum of 3+ years of experience in a people management role, with a proven track record of hiring, mentoring, and developing design talent, including remote team members.
Required Skills:
- Leadership & People Management: Proven ability to lead, mentor, and grow a design team, fostering a positive and productive team culture. Experience managing remote teams is essential.
- Product Design Expertise: Deep understanding of the entire product design lifecycle, from research and strategy to execution and iteration, with a strong portfolio showcasing complex B2B SaaS solutions.
- User Experience (UX) Strategy: Ability to define and drive a customer-centric design vision that addresses user pain points and business objectives, particularly within revenue-related workflows.
- Communication & Storytelling: Exceptional verbal and written communication skills, with the ability to articulate design rationale, influence stakeholders, and present compelling ideas to diverse audiences.
- Collaboration: Strong ability to partner effectively with Product Management, Engineering, UX Research, and Revenue teams to achieve shared goals.
- Problem-Solving: Demonstrated capacity to tackle complex design challenges, simplify intricate processes, and develop innovative solutions.
- Design Quality & Execution: A keen eye for detail, a strong aesthetic sense, and the ability to ensure high-quality design output that is both functional and delightful.
- Business Acumen: Understanding of business goals, customer success metrics, and user retention principles, with the ability to connect design decisions to commercial outcomes.
Preferred Skills:
- Experience working with APIs, integrations, or embedded product experiences.
- Familiarity with e-signature regulations and compliance standards.
- Experience in leveraging AI/ML in product design.
- Understanding of revenue operations, sales processes, or financial workflows within small to medium-sized businesses.
- Experience in a fast-paced, high-growth startup environment.
š Enhancement Note: The requirement for 7+ years of design experience and 3+ years of people management suggests a senior-level role, likely equivalent to a Senior Manager or Director within a design function, especially given the "Head of" title and strategic scope. The emphasis on B2B SaaS and revenue workflows further solidifies its connection to GTM operations.
š Process & Systems Portfolio Requirements
Portfolio Essentials:
- A comprehensive online portfolio is mandatory, showcasing a range of B2B SaaS product design projects.
- Demonstrate a clear process for problem-solving, user research, ideation, prototyping, and user testing.
- Highlight your leadership experience, including how you've mentored designers and influenced product strategy.
- Showcase projects that have had a measurable impact on user experience, business goals, or key performance indicators (KPIs) such as conversion rates, user retention, or revenue acceleration.
- Include examples of designs for complex workflows, integrations, or API-driven products if available.
Process Documentation:
- Be prepared to discuss your approach to establishing and refining design processes within a growing team, including remote collaboration best practices.
- Articulate how you've used data (quantitative and qualitative) to inform design decisions and measure the success of design initiatives.
- Explain your methodology for balancing user needs, business requirements, and technical constraints.
- Discuss how you've managed design systems or style guides to ensure consistency and efficiency across product lines.
š Enhancement Note: For a Head of Design role, the portfolio is critical. It should not only show individual design craft but also strategic thinking, leadership capabilities, and the ability to drive business impact. For this role, demonstrating experience in streamlining complex business processes (like document workflows) and integrating solutions will be highly valued.
šµ Compensation & Benefits
Salary Range: While not specified, for a Head of Design role with 7+ years of experience and 3+ years of management, in a fully remote Poland context, a competitive salary would likely range from PLN 20,000 to PLN 35,000 gross per month, depending on specific experience, negotiation, and the company's compensation philosophy. This translates to approximately EUR 4,000 to EUR 7,000 gross per month.
Benefits:
- Professional Development: Opportunities for continuous learning, feedback, and personal and professional growth.
- Work From Anywhere: Flexibility to work remotely from any location, enabling true work-life balance.
- Self-Care Days: 6 dedicated self-care days per year to support employee well-being.
- Competitive Salary: A compensation package commensurate with experience and market standards.
- Health & Well-being: While not explicitly detailed, companies of this caliber often offer comprehensive health insurance and wellness programs.
- Global Team Connection: Opportunities to connect with a diverse, global team through virtual events and collaborative tools.
Working Hours: The role implies a standard full-time commitment, likely around 40 hours per week. Given the remote nature, there may be flexibility in scheduling, provided core business hours and team collaboration needs are met.
š Enhancement Note: The salary estimate is based on general market data for senior design leadership roles in tech in Poland, considering the remote nature. This should be verified with PandaDoc directly. The provided benefits are excellent, particularly the "Work From Anywhere" policy and self-care days.
šÆ Team & Company Context
š¢ Company Culture
Industry: Software, specifically Document Workflow Automation (SaaS). PandaDoc empowers businesses in various sectors, with a strong focus on SMBs, by streamlining their document creation, management, and signing processes. This directly supports sales, legal, and operational efficiency. Company Size: PandaDoc is a growing organization, likely in the mid-size to large-enterprise category for SaaS companies, with a distributed global workforce. This size offers opportunities for impact while maintaining a connected culture. Founded: PandaDoc was founded with the mission to simplify document workflows for growing businesses, aiming to boost efficiency and reduce friction in critical business processes.
Team Structure:
- The design team operates within a Product organization, working closely with Product Management and Engineering.
- This role is part of the design leadership, with direct reports who are individual contributors (ICs) focused on specific product areas like Embedded Agreements.
- Collaboration is expected across various departments, including Revenue teams, UX Research, and potentially Marketing, to ensure a cohesive customer experience and alignment with business goals.
Methodology:
- Customer-Centricity: A core philosophy, emphasizing deep understanding of user needs and pain points to drive product development.
- Data-Informed Design: Decisions are guided by both quantitative (metrics, analytics) and qualitative (user research, feedback) data.
- Agile Development: Likely operates within an agile framework, requiring adaptability and iterative design processes.
- Remote Collaboration: Strong reliance on digital tools and communication strategies to maintain team cohesion and productivity across geographical distances.
Company Website: https://www.pandadoc.com
š Enhancement Note: PandaDoc's focus on empowering growing organizations through document automation places it squarely in the GTM enablement space. The culture emphasizes work-life balance, transparency, and continuous development, which are attractive to operations professionals seeking supportive environments.
š Career & Growth Analysis
Operations Career Level: This role represents a senior leadership position within the design function, with a significant strategic impact on core revenue-generating product areas. It's a "player-coach" role, requiring both hands-on design leadership and team management. For those with a GTM or operational mindset, this role offers a unique opportunity to influence business outcomes directly through product design. Reporting Structure: The Head of Design, Embedded Agreements, will likely report to a higher-level design leader (e.g., VP of Design, Head of Product Design) and will have direct reports within their specialized team. Close collaboration with Product and Engineering leadership is integral. Operations Impact: The role's primary impact is on accelerating PandaDoc's business goals by making document workflows more efficient and user-friendly. This translates to faster deal cycles, improved customer satisfaction, higher retention rates, and ultimately, increased revenue. The design of APIs and integrations also directly supports the operational integration capabilities of PandaDoc within customer ecosystems.
Growth Opportunities:
- Leadership Expansion: Potential to grow into a broader design leadership role overseeing more product areas or an entire design department.
- Strategic Influence: Opportunity to shape the company's product strategy and contribute to high-level business decisions.
- Domain Expertise: Deepen expertise in document workflow automation, e-signature technology, and B2B SaaS product development.
- Mentorship & Coaching: Develop strong team-building and leadership skills by guiding a talented design team.
- Innovation: Drive innovation in areas like AI-powered document automation and seamless embedded experiences, contributing to the company's competitive edge.
š Enhancement Note: This role is ideal for a design leader who wants to have a tangible impact on business operations and revenue. The "Embedded Agreements" focus provides a niche yet critical area of expertise within the broader GTM landscape.
š Work Environment
Office Type: Fully Remote. PandaDoc embraces a distributed workforce, allowing employees to work from anywhere. Office Location(s): While the role is remote in Poland, PandaDoc has a global presence. This remote-first approach means the work environment is defined by digital collaboration tools and asynchronous communication practices.
Workspace Context:
- Collaborative Digital Space: Reliance on tools like Slack, Zoom, Figma, and project management software to foster teamwork and communication.
- Focus on Autonomy: Employees are trusted to manage their time and workflow effectively from their chosen remote location.
- Global Connectivity: Opportunities to collaborate with colleagues from diverse cultural backgrounds, promoting a rich and varied work experience.
- Operations Tools & Technology: Access to industry-standard design, collaboration, and project management tools necessary for effective remote work and product development.
Work Schedule: Full-time, with an emphasis on flexibility. While core hours for team meetings and collaboration may exist, the remote nature generally allows for a degree of autonomy in structuring the workday to optimize personal productivity and work-life balance.
š Enhancement Note: The fully remote aspect is a significant draw for many operations professionals who value flexibility and autonomy. It requires strong self-discipline and excellent digital communication skills.
š Application & Portfolio Review Process
Interview Process:
- Initial Screening: A recruiter will likely review your application and resume, assessing alignment with the core requirements.
- Hiring Manager Interview: A conversation with the hiring manager (likely a senior design or product leader) to delve deeper into your experience, leadership style, and strategic thinking. Be prepared to discuss your approach to managing design teams and driving product outcomes.
- Portfolio Review & Presentation: A dedicated session where you will walk through your online portfolio, presenting 2-3 key projects. Focus on projects that demonstrate your leadership, problem-solving skills, and impact on business goals, especially those related to B2B SaaS or workflow optimization.
- Cross-Functional Interviews: Meetings with peers in Product Management and Engineering to assess collaboration skills, technical understanding, and cultural fit.
- Design Leadership Panel: Potentially meeting with other design leaders or executives to discuss your vision for design and your strategic contributions.
Portfolio Review Tips:
- Tell a Story: For each project, clearly articulate the problem, your role, the process you followed, the challenges you faced, your solutions, and the measurable impact.
- Highlight Leadership: Showcase instances where you mentored designers, influenced strategy, or led a team through a complex project.
- Quantify Impact: Use metrics and data to demonstrate the success of your designs, particularly regarding revenue acceleration, efficiency gains, or user adoption.
- Tailor to PandaDoc: Emphasize projects that align with PandaDoc's mission, focusing on B2B SaaS, workflow automation, or customer experience improvements.
- Be Ready for Questions: Anticipate questions about your design philosophy, how you handle conflict, your approach to remote team management, and your vision for the Embedded Agreements design.
Challenge Preparation:
- While not explicitly stated, be prepared for a potential design exercise or case study. This might involve analyzing a problem related to document workflows or proposing design solutions for an API integration.
- Focus on demonstrating your strategic thinking, problem-definition skills, and ability to articulate a clear path forward, even with limited information.
- Practice presenting your thought process clearly and concisely, as if explaining it to a cross-functional team.
š Enhancement Note: The emphasis on portfolio review and demonstrating impact means candidates should meticulously prepare their case studies, focusing on how their design leadership directly contributed to business objectives like revenue growth and operational efficiency.
š Tools & Technology Stack
Primary Tools:
- Design & Prototyping: Figma (highly probable as industry standard for collaborative design), Sketch, Adobe Creative Suite.
- Collaboration & Communication: Slack, Zoom, Microsoft Teams, Google Workspace.
- Project Management: Jira, Asana, Trello, Monday.com.
- User Research & Testing: UserTesting.com, Maze, Lookback, Hotjar.
Analytics & Reporting:
- Google Analytics, Mixpanel, Amplitude, Tableau, Looker (or similar BI tools for tracking user behavior and business impact).
CRM & Automation:
- While not directly managing CRM/automation systems, an understanding of how design integrates with them (e.g., Salesforce, HubSpot, PandaDoc's own platform) is beneficial. Awareness of how design impacts user journeys within these systems is key.
š Enhancement Note: Proficiency in modern collaborative design tools like Figma is almost certainly a prerequisite. An understanding of how design outputs feed into analytics and impact business metrics is crucial for this role.
š„ Team Culture & Values
Operations Values:
- Integrity & Transparency: Core values that likely guide all interactions, decision-making, and communication within the company. This fosters trust and accountability.
- Customer-Centricity: A deep commitment to understanding and serving the needs of PandaDoc's customers, particularly small businesses.
- Collaboration: A strong emphasis on working together across teams and geographies to achieve common goals.
- Professional & Personal Development: A culture that supports employees' growth, learning, and well-being.
- Efficiency & Automation: Given PandaDoc's product, there's an inherent value placed on streamlining processes and leveraging technology to save time and resources.
Collaboration Style:
- Cross-Functional Integration: Expect close collaboration with Product Managers and Engineers, requiring clear communication and a shared understanding of objectives.
- Feedback-Driven: A culture that values constructive feedback for continuous improvement, both in product design and team dynamics.
- Remote-First Communication: Emphasis on clear, concise, and asynchronous communication, supplemented by synchronous meetings when necessary.
- Empowerment & Autonomy: Team members are encouraged to take ownership of their work and contribute ideas.
š Enhancement Note: The emphasis on integrity, transparency, and customer-centricity aligns well with operational roles that require trust and a focus on business outcomes. The collaborative, remote-first style is typical of modern tech companies and requires strong communication skills.
ā” Challenges & Growth Opportunities
Challenges:
- Balancing Design Craft with Business Impact: Ensuring that design leadership doesn't solely focus on aesthetics but drives measurable business outcomes like revenue growth and operational efficiency.
- Managing a Distributed Team: Effectively leading, motivating, and ensuring high performance from a remote design team requires specific skills in communication and virtual team building.
- Navigating Ambiguity: Thriving in a fast-paced environment with frequent changes requires adaptability and resilience.
- Driving Innovation: Continuously pushing the boundaries of what's possible with document workflow automation, especially with emerging technologies like AI.
Learning & Development Opportunities:
- Strategic Leadership: Developing skills in product strategy, business alignment, and executive communication.
- Advanced Design Methodologies: Exploring cutting-edge design techniques, AI integration in UX, and complex workflow design.
- Cross-Functional Partnerships: Deepening understanding of Product Management, Engineering, and Revenue Operations functions.
- Industry Trends: Staying abreast of advancements in B2B SaaS, e-signature technology, and customer experience best practices.
- Mentorship: Opportunities to mentor emerging designers and contribute to the broader design community.
š Enhancement Note: The challenges are typical for senior leadership roles and offer significant opportunities for skill development, particularly in managing remote teams and directly influencing business operations through design.
š” Interview Preparation
Strategy Questions:
- "How would you define and drive the design strategy for our Embedded Agreements product area, considering our goal of accelerating revenue workflows?" (Focus on customer needs, business goals, and a phased approach.)
- "Describe a time you had to balance competing priorities between user needs, business objectives, and technical constraints. How did you reach a decision?" (Highlight your decision-making process, collaboration, and ability to find optimal solutions.)
- "What are your key principles for building and managing a high-performing, remote design team?" (Discuss hiring, mentorship, culture, performance management, and fostering collaboration.)
- "How do you ensure design quality and consistency across a product suite, especially when working with APIs and integrations?" (Discuss design systems, collaboration with engineering, and process for reviews.)
Company & Culture Questions:
- "What excites you most about PandaDoc and this specific role?" (Show genuine interest and research into PandaDoc's mission and product.)
- "How do you embody our values of integrity and transparency in your leadership and design work?" (Provide specific examples of how you've applied these values.)
- "How would you integrate with our Product and Engineering teams to ensure seamless development and delivery of design solutions?" (Emphasize collaboration, communication, and shared ownership.)
- "How do you measure the success of your design initiatives, particularly in relation to business outcomes like revenue and customer retention?" (Prepare to discuss KPIs, user feedback, and ROI.)
Portfolio Presentation Strategy:
- Focus on Impact: For each case study, clearly articulate the business problem, your specific contribution, the process, the solution, and the quantifiable results.
- Demonstrate Leadership: Highlight how you guided your team, made strategic decisions, and influenced stakeholders.
- Showcase Process: Explain your thought process, user research methods, and how you iterated based on feedback.
- Connect to PandaDoc: Where possible, draw parallels between your experience and PandaDoc's mission, product, and target audience (SMBs, revenue workflows).
- Be Concise and Engaging: Practice your narrative to ensure it flows well and captures the audience's attention. Be ready for in-depth questions about your decisions.
š Enhancement Note: Preparing specific examples that showcase your leadership, strategic thinking, and ability to drive business outcomes through design will be critical. Understanding PandaDoc's product and its role in revenue operations will be a significant advantage.
š Application Steps
To apply for this Head of Design position:
- Submit your application through the PandaDoc careers portal via the provided Greenhouse link.
- Portfolio Customization: Ensure your online portfolio is up-to-date, easily navigable, and prominently features your strongest B2B SaaS and leadership case studies. Tailor your portfolio highlights to emphasize experience in workflow optimization, revenue acceleration, and team management.
- Resume Optimization: Update your resume to clearly articulate your years of product design and people management experience, using keywords from the job description (e.g., "Product Design Leadership," "B2B SaaS," "Revenue Workflows," "Remote Team Management," "User Experience Strategy"). Quantify achievements wherever possible.
- Interview Preparation: Thoroughly review the interview preparation advice above. Practice articulating your experience and design philosophy, and prepare specific examples for behavioral and situational questions. Rehearse your portfolio walkthrough.
- Company Research: Deeply research PandaDoc's product, mission, company culture, and recent news. Understand their target market and how their document workflow solutions impact business operations and revenue. This will enable you to ask informed questions and demonstrate genuine interest.
ā ļø Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.
Application Requirements
Minimum of 7 years of product design experience, ideally in B2B SaaS. Excellent leadership skills with a proven track record of hiring and mentoring employees.