Application Guide

How to Apply for Head of Operations

at Panoplialabs

🏢 About Panoplialabs

Panoplialabs appears to be a research-focused company conducting in-person studies, suggesting work at the intersection of human-centered research and operations. The remote-first structure indicates a modern, flexible work environment where operational efficiency is critical to supporting research activities. This combination offers the opportunity to build scalable processes in a dynamic setting that values both data-driven insights and human interaction.

About This Role

As Head of Operations at Panoplialabs, you'll be responsible for end-to-end operational leadership, from managing in-person study logistics (recruiting, execution, evaluation) to establishing company-wide planning systems and budgets. This role directly impacts research quality and organizational scalability by creating processes that support growth while coordinating with external partners in bookkeeping, payroll, legal, and HR. You'll bridge hands-on study management with high-level strategic planning.

💡 A Day in the Life

A typical day might involve morning check-ins with study coordinators to ensure participant recruiting is on track, followed by budget reviews with external bookkeeping partners. Afternoons could include developing quarterly planning documents, establishing tracking systems for cross-team projects, and evaluating post-study data to optimize future operations. Throughout the day, you'd be balancing hands-on study logistics with strategic process development.

🚀 Application Tools

Generate Cover Letter

AI-powered, tailored for Panoplialabs

Interview Prep

Practice questions for this role

🎯 Who Panoplialabs Is Looking For

  • Has 3+ years of project management experience specifically involving logistics coordination, budget management, and timeline tracking in research or similar operational environments
  • Possesses 2+ years of direct people management experience with a track record of developing teams that handle sensitive information discreetly
  • Demonstrates exceptional written and oral communication skills through examples of coordinating multi-stakeholder projects and clear process documentation
  • Has experience managing outsourced partnerships (bookkeeping, payroll, legal, HR) and can provide examples of vendor coordination and budget oversight

📝 Tips for Applying to Panoplialabs

1

Quantify your project management experience with specific metrics: number of projects managed simultaneously, budget sizes, team sizes, and efficiency improvements achieved

2

Highlight any experience with research studies, participant recruiting, or similar hands-on operational logistics - even if from adjacent fields like academic research or clinical trials

3

Demonstrate your discretion with confidential information by mentioning specific protocols you've implemented (without revealing actual sensitive data)

4

Show remote work competency by describing how you've managed distributed teams or coordinated in-person events while working remotely

5

Tailor your resume to show progression from project management to people management, emphasizing how you've scaled processes as responsibilities grew

✉️ What to Emphasize in Your Cover Letter

['Explain how your project management experience specifically prepares you for managing the full lifecycle of in-person studies (recruiting through post-evaluation)', 'Describe your approach to establishing planning cadences and tracking systems that align teams around quarterly priorities', "Provide a brief example of how you've successfully coordinated with outsourced partners (bookkeeping, payroll, legal, or HR) while maintaining budget control", 'Connect your people management experience to creating a trustworthy environment for handling sensitive study data and participant information']

Generate Cover Letter →

🔍 Research Before Applying

To stand out, make sure you've researched:

  • → Research the types of in-person studies Panoplialabs likely conducts (based on the role description) to understand participant recruiting challenges
  • → Look for information about their current operational scale to understand what 'scalable processes' might mean for them specifically
  • → Investigate their remote work culture and how they coordinate in-person activities while being remote-first
  • → Try to understand their stage of growth to tailor your approach to building vs. optimizing operations

💬 Prepare for These Interview Topics

Based on this role, you may be asked about:

1 Walk me through how you would manage an in-person study from participant recruiting to post-study evaluation
2 Describe your experience creating and managing project budgets with multiple external vendors
3 How do you establish and maintain planning cadences (quarterly priorities, goal-setting) across distributed teams?
4 Tell me about a time you had to be discreet with sensitive information and what protocols you implemented
5 What systems have you used to track work across teams, and how did you ensure adoption and accuracy?
Practice Interview Questions →

⚠️ Common Mistakes to Avoid

  • Applying with only software or IT project management experience without demonstrating hands-on operational/logistics management
  • Failing to provide specific examples of people management - this role requires direct team leadership experience
  • Being vague about budget management or outsourced partner coordination - these are explicit responsibilities in the job description

📅 Application Timeline

This position is open until filled. However, we recommend applying as soon as possible as roles at mission-driven organizations tend to fill quickly.

Typical hiring timeline:

1

Application Review

1-2 weeks

2

Initial Screening

Phone call or written assessment

3

Interviews

1-2 rounds, usually virtual

✓

Offer

Congratulations!

Ready to Apply?

Good luck with your application to Panoplialabs!

← Back to Job Listing Apply Now →