Independent, discreet, and experienced procedural support for arbitral tribunals — from case management to hearing coordination. Based in Izmir, available globally.
The Role Explained
A tribunal secretary — also referred to as a secretary to the arbitral tribunal or administrative secretary — is an independent legal professional appointed to assist the arbitral tribunal with the procedural and administrative management of a case. The role is distinct from counsel: the secretary does not represent any party and owes duties of independence and impartiality to the tribunal itself.
According to a 2015 Queen Mary University survey, 82% of respondents had either used tribunal secretaries or seen them used in international arbitration proceedings. As arbitrations have grown in factual and technical complexity, the use of secretaries has become standard practice in high-value institutional cases.
In complex international arbitrations, tribunals increasingly rely on secretaries to manage the considerable administrative burden of proceedings — allowing arbitrators to focus their time and attention on the substantive legal and factual issues in dispute. Leading institutions including the ICC, HKIAC, LCIA, ICSID, ICDR, and SCC all provide formal guidance on the appointment and permissible use of tribunal secretaries.
The role requires a rare combination of skills: deep procedural knowledge of international arbitration rules, the ability to handle sensitive and confidential information with absolute discretion, strong organisational capacity, and the legal acumen to assist with research and drafting tasks when authorised by the tribunal.
The growing use of tribunal secretaries has not been without controversy. Critics have raised concerns that an overly involved secretary risks becoming a de facto "fourth arbitrator" — exercising undue influence over proceedings without the parties' explicit consent. This concern was at the heart of the landmark Yukos case, in which Russia sought to set aside awards partly on grounds of alleged improper delegation to a tribunal assistant.
The international arbitration community has responded with clear guidelines: the tribunal secretary has no decision-making authority. Under the ICC Notes to Parties and Arbitral Tribunals (updated 2021), the arbitral tribunal may not delegate decision-making functions to an administrative secretary under any circumstances. The LCIA Rules (Article 14A) and the ICDR Guidelines (2022) adopt the same position. Properly appointed and supervised, a tribunal secretary enhances efficiency without compromising the integrity of the process.
Most institutional rules require the tribunal to notify the parties of its intention to appoint a secretary, disclose the proposed secretary's CV, role, and compensation rate, and obtain the parties' agreement before the appointment proceeds. Transparency at the appointment stage is essential — a well-conducted appointment process minimises the risk of subsequent challenges to the award on grounds of improper delegation.
"When used properly, arbitral secretaries can support arbitral tribunals in performing their mandate with greater efficiency and effectiveness." — Young ICCA Guide on Arbitral Secretaries
Organising procedural timetables, tracking submissions, and ensuring deadlines are met across all phases of the arbitration.
Acting as the point of contact between the tribunal and the administering institution — ICC Secretariat, HKIAC, ISTAC, and others.
Coordinating hearing venues, technology, interpretation, transcription services, and the management of witness and expert schedules.
When authorised by the tribunal, assisting with legal research, preparation of procedural orders, and organisation of the evidentiary record.
Maintaining strict confidentiality with respect to tribunal deliberations and all case materials — a non-negotiable requirement of the role.
What We Offer
Institutional Standards
The scope of what a tribunal secretary may do varies by institution and the parties' express agreement. The following reflects the consensus position across the ICC, LCIA, HKIAC, ICDR, and the Young ICCA Guide.
✓ Always Permitted
✓ Permitted When Expressly Authorised
Never permitted under any circumstances: Exercising the tribunal's decision-making authority, expressing opinions on the substance of the dispute, or substituting for the arbitrators' personal judgment on any matter they are called upon to decide.
Why Özgören Law Firm
Selin Özgören gained direct case administration experience at the Hong Kong International Arbitration Centre (HKIAC) and contributed to proceedings at the UNCITRAL Secretariat in Vienna — giving her an insider understanding of how leading institutions operate and what tribunals need.
As a sole practitioner with no institutional conflicts, Özgören Law Firm can serve as tribunal secretary in cases across all institutions and jurisdictions without the conflict-of-interest concerns that can arise with larger firms. Full independence is a guarantee, not a aspiration.
Fluent in English and Turkish and certified as a sworn translator by the Turkish Ministry of Justice, Selin Özgören can manage proceedings and documentation in both languages with equal precision — particularly valuable in Turkey-related arbitrations.
Common Questions
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Get in Touch
Available for appointments globally.