Portfolio & Intake Analyst

Role: Portfolio & Intake Analyst
Location: Toronto, ON (2–3 days per week in the office)
Duration: 6 Months (Possible extension)

Job Description:

Key Responsibilities

• Administer and manage the end-to-end Integrated Intake process, ensuring requests are complete, accurate, and ready for review.
• Coordinate intake assessments, stakeholder reviews, and prioritization activities across business and delivery teams.
• Maintain the portfolio intake pipeline, tracking request status, decisions, outcomes, and progression through the lifecycle.
• Prepare governance materials, executive presentations, meeting agendas, decision logs, and action item tracking.
• Support governance forums, prioritization sessions, and executive decision-making processes.
• Define reporting requirements, validate outputs, and provide portfolio analysis
• Provide intake, demand, capacity, and portfolio performance data to provide actionable insights and recommendations.
• Monitor intake portfolio risks, issues, dependencies, milestones, and overall initiative health.
• Support resource planning, capacity forecasting, and annual portfolio planning activities.
• Partner with stakeholders to improve intake, prioritization, governance, reporting, and portfolio management processes.
• Maintain portfolio repositories, reporting tools, and documentation to ensure data quality and transparency.
• Contribute to the continuous evolution of the Integrated Intake and Prioritization operating model.

Key Deliverables

• Intake administration and request records
• Initiative assessments and intake summaries
• Intake pipeline tracking and dashboards
• Prioritization calculation and evaluation
• Governance packages and executive presentations
• Governance meeting coordination and documentation
• Intake status reporting and executive dashboards
• Intake analytics and trend analysis
• Capacity and demand assessments
• Risk, issue, dependency, decision, and action logs
• Process improvement recommendations and implementation plans

Qualifications
Required

• 4-7 years of experience in portfolio management, PMO, project coordination, intake management, demand management, business analysis, or project management.
• Experience supporting governance forums, portfolio reviews, prioritization processes, or executive decision-making forums.
• Strong analytical, organizational, and problem-solving skills.
• Experience preparing executive-level reports, dashboards, and presentations.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Strong stakeholder management and communication skills.
• High attention to detail and process discipline.
• Advanced proficiency in Microsoft Excel and PowerPoint.
• Experience with portfolio and project management tools such as Jira, Confluence, PowerApps, Clarity, ServiceNow, Power BI, or similar platforms.

Preferred

• Experience within financial services, commercial banking.
• Previous experience in Client environment for at least 1 year is required
• Exposure to Agile, Waterfall, and hybrid delivery methodologies.
• Experience supporting PMO, portfolio management, strategic planning, or transformation initiatives.
• Knowledge of intake, prioritization, governance, and demand management practices.
• PMP, Scrum Master, or related certification.

Success Measures

• Timely and high-quality intake processing and administration.
• Accurate and actionable portfolio reporting and analytics.
• Effective governance coordination and decision support.
• Improved visibility into portfolio demand, capacity, and initiative performance.
• Consistent and transparent prioritization outcomes.
• Strong stakeholder engagement and satisfaction.
• Increased efficiency and maturity of intake, governance, and portfolio management processes.

Data-driven executive decision-making reporting supported by meaningful portfolio insights

Applicant Notices & Disclaimers

• For information on benefits, equal opportunity employment, and location-specific applicant notices, click here

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. The pay rate for this position is C$44.00/hr.