Portfolio Management Analyst

Hartman Executive Advisors was founded with the vision of providing business-focused, vendor-independent consulting to mid-sized companies. As independent, trusted strategic advisors to our clients, Hartman's mission is to create meaningful business outcomes that foster growth, greater financial returns and market dominance. By developing a deep understanding of the business challenges arising from poorly aligned technology and uncovering the transformational opportunities that result from strategically aligned technology, we set the path to advance, cultivate and leverage people, processes, and systems to change and transform organizations. At Hartman, we deliver powerful business outcomes by leveraging technology strategy as a game-changer for our clients.

Position Summary

The Portfolio Management Analyst (PMA) provides strategic and structured operational support to the CIO in managing IT functions across multiple client accounts. This role contributes to consistent, high-quality service delivery by maintaining accurate project documentation, coordinating meetings and deliverables, and tracking key performance indicators. The PMA plays a critical role in supporting governance, operational execution, performance reporting, and stakeholder communication, enabling the CIO to make informed decisions and deliver consistent, high-quality services.

Key Responsibilities

CIO Portfolio Level

• Monitor and report KPIs and metrics (realization, utilization, budget vs. forecast, etc.) to the CIO for decision-making on a weekly (or mutually decided on) cadence
• Maintain project and portfolio-level forecasts in Kantata
• Ensure consistent application of Hartman templates and deliverables across all accounts
• Ensure timely and cost-effective project delivery
• Respond to ad hoc CIO requests within 24 hours, including resource adjustments, WBS changes, and KPI reporting

Individual (Client) Account Level

• Manage and maintain client Production Schedules using Smartsheet (or client system) including project and resource estimating
• Coordinate and support CIO in recurring IT Team meetings, including agenda preparation, meeting notes/action items/decisions and documentation and follow up
• Represent the Hartman CIO in vendor, stakeholder and team meetings independently, as needed
• Monitor and update Kantata projects for task tracking, resource hours, realization tracking, KPI accuracy, and resource utilization
• Prepare client-facing deliverable materials (e.g., Investment Committee presentations) and ensure timely delivery
• Support Team members with calendar management and scheduling, documentation, and task updates
• Escalate discrepancies in KPIs, resource hours, or project scope to the CIO/project lead
• Identify new opportunities to drive Hartman's growth in client accounts

Project Delivery

• For initiatives without a dedicated PM, create light-weight work breakdown structures and track deliverables, tasks, timeline, budget, resources and performance
• Build and manage detailed project plans for how projects are executed, monitored and closed out (if needed)
• Develop and manage communication plans, project charters, meeting agendas, document decisions and action items
• Ensure tasks and deliverables are on track and completed by promised delivery dates

Tools & Technology (including but not limited to)

• Kantata: Project realization, utilization, KPI tracking, and estimating
• Smartsheet: Production Schedule management and automation
• Microsoft Office Suite: Meeting coordination and documentation
• AI: Drive efficiencies within Hartman client service delivery

Deliverables (including but not limited to)

• Production Schedule and Dashboard
• Meeting agendas and minutes
• Committee presentations
• Assessment IEB and Roadmap documents
• Leadership Review Meeting materials
• Board Presentations

Performance Measures

• Realization and Utilization KPIs
• Personal Revenue
• Customer Satisfaction Score
• Production Schedule and Dashboard Accuracy
• On Time and On Budget Project Delivery

Qualifications

• Minimum 3 years of experience, preferably project management background
• Strong organizational and communication skills
• Experience with project management tools
• Ability to manage multiple projects, vendors and stakeholders
• Familiarity with performance metrics and reporting
• High attention to detail
• Ability to work in a fast-paced environment

Skills

• Multitasking and prioritizing
• Proactive
• Demonstrate Strong Leadership and Communication Skills
• Team Player
• Data analytics
• Project management
• Problem solving

Job Type: Full-Time

Benefits: Medical, Dental, Vision, 401k with match