Portfolio Operations Analyst

The Portfolio Operations Analyst provides the operational coordination and information management required to keep the organization's portfolio of strategic initiatives current, accurate, and ready for governance. The position is part of a newly established Strategy department and reports to the Director of Strategic Portfolio Management.

The Analyst is accountable for portfolio data quality, accurate lifecycle tracking, ready governance materials, and coordinated information across initiative owners and delivery teams. This is not an administrative position: the role owns the completeness and reliability of the information that portfolio leadership and governance bodies depend on to make investment and priority decisions, administers the portfolio's tools and workflow, tracks decisions and dependencies through to resolution, and follows up directly with stakeholders when information is missing or overdue.

The Analyst works closely with the Manager, Strategic Portfolio Management: the Analyst maintains portfolio data, prepares governance materials, and tracks decisions and dependencies, while the Director uses that information to facilitate prioritization discussions and bring recommendations to governance. Neither role manages individual projects; project and program management retains that responsibility.

Key Responsibilities:

• Portfolio information management. Maintain the portfolio inventory, ensuring initiative information is current, complete, and accurately reflects the status of each initiative.
• Intake and lifecycle coordination. Coordinate the initiative intake process, ensuring submissions include the information required for review, and track each initiative's stage through the portfolio lifecycle.
• Governance and decision support. Prepare materials, agendas, and reporting packages for governance meetings, validated and ready ahead of each session, and coordinate the inputs and outputs of portfolio and investment decision cycles.
• Decision and dependency tracking. Maintain decision and action logs with clear owners and due dates; track dependencies across initiatives; follow up on outstanding items; and flag issues requiring portfolio leadership's attention.
• Resource and capacity data coordination. Maintain resource and capacity information submitted by initiative owners and delivery teams, and provide leadership with data on where initiatives are competing for the same resources.
• Reporting and dashboard management. Maintain the accuracy of portfolio dashboards and produce routine portfolio status and pipeline reports.
• Delivery data integration. Maintain the connection between portfolio-level records and project or delivery information, following an “enter once, use at multiple levels” approach, and follow up with project and program managers for required status updates.
• Tools and process improvement. Maintain documentation, templates, and an audit trail of significant portfolio decisions and changes, and support automation and process improvements that reduce manual administration over time.

• At least 5 years of experience supporting program, portfolio, or PMO operations, including coordinating meetings, tracking action items, and maintaining structured data
• Strong organizational skills and demonstrated ability to follow up with stakeholders across an organization for outstanding information
• Hands-on experience with a portfolio or project-management tool, including data entry, reporting, dashboards, and basic automation
• Strong attention to detail and demonstrated ownership of data quality and accuracy
• Ability to prepare clear, executive-ready materials from underlying data
• Ability to work across multiple stakeholders and initiatives concurrently without formal authority over any of them