Portfolio Operations Analyst

Associa•Richardson, TX

About The Position

The Portfolio Operations Analyst provides operational coordination and information management to keep the organization’s portfolio of strategic initiatives current, accurate, and ready for governance. As part of a newly established Strategy department, the Analyst is accountable for portfolio data quality, accurate lifecycle tracking, governance materials, and coordinated information across initiative owners and delivery teams. The role owns the completeness and reliability of information used by portfolio leadership and governance bodies for investment and priority decisions, administers portfolio tools and workflows, tracks decisions and dependencies through resolution, and follows up 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; the Director of Strategic Portfolio Management uses this information to facilitate prioritization discussions and bring recommendations to governance. Neither role manages individual projects; project and program management retains that responsibility.

Requirements

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 them.

Responsibilities

Maintain the portfolio inventory and ensure initiative information is current, complete, and accurately reflects each initiative’s status.
Coordinate initiative intake, ensure submissions include required review information, and track each initiative’s stage through the portfolio lifecycle.
Prepare agendas, materials, and reporting packages for governance meetings, ensuring they are validated and ready ahead of each session.
Coordinate inputs and outputs of portfolio and investment decision cycles.
Maintain decision and action logs with clear owners and due dates; track cross-initiative dependencies, follow up on outstanding items, and flag issues requiring portfolio leadership’s attention.
Maintain resource and capacity information submitted by initiative owners and delivery teams, and provide leadership with data about resource competition among initiatives.
Maintain portfolio dashboard accuracy and produce routine portfolio status and pipeline reports.
Maintain the connection between portfolio-level records and project or delivery information using an “enter once, use at multiple levels” approach, and follow up with project and program managers for required status updates.
Maintain documentation, templates, and an audit trail of significant portfolio decisions and changes.
Support automation and process improvements that reduce manual administration over time.